VoIP 
Ever wondered why some companies get a 1-800 phone number? Toll-free numbers are the gold standard in business communications, and they offer more than just free calls for customers. They project credibility and accessibility, leveling the playing field with larger brands.
Toll-free numbers allow businesses to accept inbound calls from customers worldwide without incurring costs for the callers, enhancing global reach and customer satisfaction.
We’ll break everything down in this guide to cover what you want to know about toll-free phone numbers. You’ll learn more about how to get one for your business, including types of numbers, top-rated phone systems, and insider tips to lower your communication costs.
What Is a Toll-Free Number?
A toll-free number is a telephone number that allows people to dial a business without incurring toll charges for the call. Instead of the caller paying, the organization that owns the toll-free number covers the charges. The charge for using a toll-free number is typically paid by the recipient of the call, not the caller.
In the United States, the most common toll-free number is 1-800. There are seven toll-free codes: 800, 888, 877, 866, 855, 844, and 833. This and others are commonly used for:
- customer service hotlines
- sales inquiries
- support lines
- other business purposes to enhance accessibility for their customers
Businesses can also send and receive text messages in addition to voice calls. This capability is beneficial for customer service interactions, appointment reminders, marketing campaigns, and other communications where text messaging provides a convenient and efficient channel of communication.
Are toll-free numbers relevant to mobile phone usage?
Rooted in the days of landlines, toll-free phone numbers have long been a staple for companies seeking to provide customers with a fast and easy way to reach them. By using toll-free numbers, businesses can establish a national presence, appearing more established and reliable to potential customers.
While landline adoption continues to decline, there are significant advantages associated with toll-free business numbers.
- Strengthen the company’s brand: A toll-free number projects credibility and reliability, making your business appear more established.
- Increase your accessibility: Customers can easily reach your business without incurring any charges, resulting in customer acquisition. This is essential for law firms, towing companies, financial services, and other similar organizations.
- Gain a national presence: Establishes a national presence, allowing businesses to appear larger and more reputable.
- Track marketing efforts: Easily track the effectiveness of marketing campaigns by assigning different toll-free numbers.
- Streamline inbound calls: Efficiently manage increased call volumes with features like call routing and auto attendants.
Text-enabling can be done through telecom providers or VoIP service providers that support SMS (Short Message Service) functionality for toll-free numbers.
3 Steps Get a Toll-Free Number
- Find a business phone provider that is known as a RespOrg by the FCC. These providers can obtain a toll-free phone number for reserving it only for calls to your company. Start by getting a free, no-obligation quote.
- Sign up for a phone service plan. Providers like Nextiva include a toll-free number at no additional charge with every business phone service plan. Only one line is needed to start, and you can add more anytime.
- Set up your inbound call flows to direct incoming calls. You can route these calls to the appropriate department or team member. Nextiva’s IVR system can be set up in minutes without any technical expertise.
Toll-free numbers often have limited availability among providers. If a number isn’t available, you are also allowed to purchase it separately and port (transfer) it into your account.
Types of Business Phone Numbers
There are three basic types of business phone numbers that serve different purposes and can be chosen based on factors like branding, customer accessibility, and marketing strategy.
Having a specific business number, such as a toll-free or vanity number, can enhance customer interaction and credibility, especially for smaller companies and startups seeking to improve their marketing efforts.
Local area codes
An area code refers to the first three digits of a North American Numbering Plan (NANP) telephone number that identifies a specific geographic area. For example, in the United States, area codes like 212-555-5555 (New York City) or 310-555-5555 (Los Angeles) are local area codes.
“Are code” is sometimes used interchangeably with “toll-free prefix,” but it’s not the same thing.
Toll-free prefixes
A toll-free prefix is the first three digits of a toll-free telephone number that identifies the type of service or organization using the number.
Standard toll-free numbers are the basic toll-free numbers represented by specific prefixes, such as 800 and 888, among others.
Toll-free numbers encompass several types, each designed for specific purposes. While they all provide the essential benefit of cost-free calls for customers, these prefixes vary based on their designated use. This distinction allows businesses to choose the most suitable option that aligns with their customer service goals and operational needs. Toll-free numbers are assigned on a first-come, first-served basis by Responsible Organizations (RespOrgs).
In the United States, these prefixes are the most common:
- 800
- 833
- 844
- 855
- 866
- 877
- 888
800 numbers
The most recognized type of toll-free number is the classic 1-800. AT&T introduced the first interstate toll-free service in 1967 as an alternative to operator-assisted collect calls. 800 numbers are often considered premium toll-free numbers and can be less available than other prefixes due to higher demand.
Because it’s so familiar, it’s often associated with credibility and the long-standing establishment of a business. Some brands have even incorporated the 800 prefix into their business names, such as 1-800-FLOWERS.
888 numbers
The Federal Communications Commission introduced the 888 prefix in 1996 as the demand for toll-free telephone numbers grew. The FCC is responsible for regulating toll-free numbers and recognizes all the listed prefixes in this post as valid.
Established businesses, such as PNC Bank, use 888 toll-free numbers for their brands. The choice to use a 888 number for a traditional business, such as a bank, could be influenced by availability or simply to differentiate its toll-free number from competitors using the more common 800 prefix.
877 numbers
Two years later, the FCC rolled out the 877 prefix, as more businesses sought toll-free numbers. This number is also often used when 800 numbers are unavailable or when businesses prefer an alternative prefix for their customer service and sales lines.
The Federal Trade Commission’s help line for consumer complaints is a 877 number.
866 numbers
This is another addition to the growing list of toll-free number options. Due to the increasing popularity of toll-free phone numbers, the FCC introduced 866 numbers in 2000.
The U.S. Department of Labor uses an 866 prefix number.
855 numbers
The FCC introduced 855 numbers in 2010, making them a relatively recent addition to the toll-free number family.
Amazon Pharmacy is one business that uses an 855 prefix for its customer service line.
844 numbers
Rolled out in 2013, the FCC introduced 844 numbers to ensure the continued availability of toll-free numbers.
Although Enterprise Rent-A-Car uses an 855 number for car rentals, they have an 844 number for their Emerald Club membership line.
833 numbers
The prefix 833 is the latest addition to the toll-free number series, introduced in 2017. While this one is still not as common as other toll-free number prefixes on this list, it’s just as valid and respected.
Vanity phone numbers
Vanity phone numbers are toll-free numbers that spell out words or phrases on the classic telephone keypad. They were significant before smartphones, when people couldn’t just look up a phone number on a mobile app.
Even now, they’re easy to remember, and companies often use them for branding and marketing purposes. Vanity numbers streamline the customer journey, making it more user-friendly and enhancing branding efforts.
Vanity phone numbers can also be toll-free. Popular examples include the following:
- 1-800 Contacts’ telephone number is 1-800-CONTACTS (or 1-800-266-8228).
- Comcast’s customer support line is 1-800-Xfinity (or 1-800-934-6489).
- FedEx’s phone number is 1-800-GoFedEx (or 1-800-463-3339).
As you can imagine, vanity toll-free numbers are still difficult to obtain, even today. A better alternative to a nationally recognized phone number is a local one, where you opt for a local phone number that is trusted and easily recognized.
Shared use numbers
Shared use numbers are toll-free numbers that are shared by multiple businesses, often in different geographic or service areas. These numbers are typically managed by a service provider or a toll-free service company and are used by companies wanting to minimize costs.
When they’re in use, phone calls from inbound callers are routed to the appropriate business based on criteria such as the caller’s location. Multiple personal injury attorneys, for example, use the vanity number 1-800-HURT-NOW. When someone calls this number, they’ll be connected to the firm closest to their local area.
VoIP Phone Systems + Toll-Free Numbers
What’s the connection between toll-free numbers and VoIP phone systems?
Toll-free numbers and Voice over Internet Protocol (VoIP) phone systems are closely connected in modern telecommunications:
- VoIP: VoIP phone systems use the internet to transmit voice calls, converting analog voice signals into digital data packets. This technology allows for more flexible and cost-effective communication solutions compared to traditional phone systems. VoIP providers often offer toll-free numbers as part of their plans, enhancing business communications by creating a professional image and improving customer engagement.
- Toll-Free: Toll-free numbers can be integrated into VoIP phone systems. When a call is made to a toll-free number, VoIP systems can route the call over the internet to the designated destination, whether it’s a physical office phone, a computer, or a mobile device.
Some VoIP providers offer toll-free numbers as optional add-ons for an extra monthly fee, providing flexibility for businesses as their needs evolve.
It’s possible to have a toll-free number without using a VoIP phone system. These numbers can be managed through traditional telecommunication carriers and systems, rather than being dependent on VoIP technology.
However, a cloud phone system provides businesses cost-effective, reliable, and feature-rich communication solutions that enhance customer engagement and operational efficiency.
Why Businesses Use Toll-Free Numbers
There are several benefits of using a toll-free business phone number, regardless of the company’s size or industry. Toll-free numbers enhance brand recognition and loyalty as part of a company’s marketing strategy.
The most common advantage, of course, is that it lends instant credibility to the business. Having a toll-free number also contributes to a more professional appearance for businesses. Let’s take a look at more of the top benefits.
- Adds credibility: Projects professionalism and reliability, making businesses appear established and trustworthy to potential customers.
- Eliminates local limitations: Removes the constraints of traditional landline numbers, allowing businesses to reach a national audience without location biases.
- Free for people to call: Allows landlines to call toll-free numbers without incurring charges, saving businesses on long-distance costs.
- Flexible call routing: VoIP toll-free numbers can adapt to changing call volumes, offering permanence and scalability for businesses of all sizes.
- Professional features: Provides virtual phone features like call forwarding, SMS messaging, voicemail transcriptions, call recording, caller ID, and auto attendants.
Adds credibility
Toll-free numbers convey a sense of professionalism and reliability because the businesses using them seem established. “Established” can translate into “trustworthy” in the eyes of potential customers. For customers considering different options, opting for a more established and trustworthy business can seem like the safer bet.
Having a toll-free number also enhances a company’s professional image, making it appear more credible and trustworthy.
A toll-free phone number eliminates the geographical limitations of traditional landline numbers. If a customer in Florida is trying to find a plumber but sees a telephone phone number with a Wisconsin area code, they’ll probably scroll to another listing.
They won’t assume that the company headquarters are located in Wisconsin with a national presence; they’ll just assume that they can’t actually get service. A toll-free number can prevent this.
Landlines can call for free
Businesses can save on long-distance charges by using toll-free numbers for any inbound call, regardless of where the caller is located. This is especially beneficial for small businesses and startups.
Additionally, landlines can dial toll-free numbers without any additional charges.
Acts as a permanent phone number
As mentioned above, Voice over Internet Protocol (VoIP) toll-free numbers can be easily scaled to accommodate fluctuating call volumes, making them suitable for businesses of all sizes.
Many companies, including small businesses, call centers, and startups, are now relying on VoIP business phone number systems. When they do, in addition to the benefits of toll-free numbers, they can take advantage of virtual phone features such as:
Routes calls to several destinations
VoIP toll-free numbers can be routed to various devices, including landline phones, mobile phones, and desk phones. This can ensure that incoming calls are never missed. Advanced call routing options help prevent missed calls, ensuring that incoming calls are never missed.
VoIP systems, as discussed above, provide advanced call routing options. This allows businesses to distribute inbound calls efficiently and effectively between multiple agents and departments. They’re also often cost-effective, especially compared to conventional business phone lines.
Use Cases for Toll-Free Phone Numbers
There are multiple uses for a toll-free number beyond the professional brand benefits. Here are a few of the top use cases for a toll-free phone number:
- Inbound customer service
- Sales and marketing campaign tracking
- Managing a high volume of calls
- Corporate communications
- Limiting calls to employee extensions
Streamlining customer service
Toll-free numbers facilitate streamlined customer service, particularly when utilizing virtual phone services with VoIP functionality. Incoming callers can take advantage of unlimited calls to your business, and your business can utilize call routing or dedicated vanity numbers to direct callers to a qualified service representative quickly. Understandably, this helps improve the customer experience.
Voicemail transcription is another feature that enhances call management by providing written transcriptions of voicemails, making it easier to keep track of messages and respond promptly.
Example: A home appliance company offers a toll-free number for customers to call for free repair consultations, increasing customer satisfaction due to the ease of getting help. They provide a dedicated support line and a dedicated sales line for tracking calls, nurturing leads, and forecasting pipelines.
Tracking marketing campaign ROI
Marketing often involves testing different campaigns to assess which is most effective. You can attach different toll-free numbers to each marketing campaign, allowing you to track which one attracts the most inbound calls and which callers are most likely to convert.
Example: A fitness center runs ads in two different locations, using separate toll-free numbers for each. By tracking the call volume of each number, it can determine which campaign is more effective.
Handling higher call volumes
As a business grows, it is likely to experience an increase in call volumes. Toll-free numbers paired with VoIP systems often come with features such as call forwarding and auto attendants, helping callers connect quickly with the team they need.
Example: As a catering business grows, its toll-free number manages the increasing volume of calls for bookings and inquiries without needing a significant upgrade in infrastructure.
Managing crisis communications
No brand wants to deal with a crisis, but it’s always best to be prepared in case the unexpected happens. Managing crisis communications is much more effective when you’ve got a toll-free number with VoIP functionality that can handle a skyrocketing number of calls.
During a crisis, managing missed calls is crucial to providing timely information and instructions to customers.
Example: During a product recall, a food manufacturing company uses its toll-free number to handle a surge in customer inquiries, providing timely information and instructions on product returns and replacements.
Protecting employee privacy
Limiting incoming calls to employees’ phone lines is a priority for most businesses. By using a shared phone number caller ID for outgoing calls, companies can protect individual Direct Inward Dial (DID) numbers, ensuring that direct lines remain undisclosed.
Enterprise-grade VoIP systems let all employees place calls using a unified caller ID. This not only maintains privacy but also presents a consistent and professional image to clients and customers.
Example: A consulting firm uses a shared toll-free number for all outgoing client communications. This approach ensures that employees’ personal numbers remain private while maintaining a unified brand experience. It also simplifies the process of managing and tracking outgoing calls, enhancing operational efficiency. And when calls need to be connected, authorized parties can dial their phone extension.
Stand out with a dedicated toll-free number. It's free.
All business voice plans include a toll-free number. Get top-rated phone features from the leader in business VoIP.
Costs for Toll-Free Phone Numbers
Knowing the costs associated with a toll-free number helps you avoid surprising charges later. While pricing varies between providers, here’s what you can expect when budgeting for a toll-free business number:
1. Setup fees
Some providers charge a one-time setup fee, which is more common when obtaining a vanity toll-free number. This fee can range from $20 up to $500 or more for vanity options. Check the provider’s pricing page for details on any onboarding, welcome, or setup fees for details about these costs.
2. Monthly charges
Most toll-free numbers come with a monthly service fee. For standard business VoIP plans, the monthly cost is typically $30 per line. However, Nextiva includes a complimentary toll-free number with its business phone service, while others may charge extra for each additional toll-free line.
3. Minute bundles and usage costs
Many business phone plans include a set number of toll-free minutes each month (for example, 100, 1,000, or even 10,000 minutes). If you exceed your plan’s included minutes, you’ll generally pay a per-minute rate for inbound calls. These rates are often a few cents per minute and can add up if your business receives a high call volume. Refer to the pricing page to determine the included minutes for each plan.
4. Text messaging and international calls
If you plan to use your toll-free number for texting or international calls, check for separate rates. Some providers offer free domestic texting but charge for international messaging or calls outside the U.S. and Canada. You may need to pay a nominal fee to register your phone number with The Campaign Registry (TCR) for reliable text message delivery.
5. Free trials and included numbers
Some providers offer a free trial period or include a toll-free number with your business phone system plan, allowing you to test the service before committing. However, it’s not common to need to try a toll-free number. These can be adjusted by the phone system provider as needed. You should ask about porting fees and timelines to transfer your existing phone number.
How to Get a Toll-Free Number From Nextiva
Numbers with toll-free area codes are incredibly important to businesses of all sizes. They lend more credibility than a local number, which can be an essential part of scaling your business. A toll-free number practically screams “established, responsible organization.”
Nextiva includes a toll-free number with its business phone service, along with many advanced features such as call recording, conference calling, and texting. We also support local numbers, providing plenty of flexibility based on your business’s needs.
Choose a trusted phone system service provider that offers toll-free numbers. To obtain a toll-free number, you must get it from a Responsible Organization (RespOrg) authorized by the Federal Communications Commission (FCC).
Nextiva offer unlimited calling in the United States, Canada, and Puerto Rico, including long-distance calls, and provide competitive pricing for international calls.
Stand out with a dedicated toll-free number. It's free.
All business voice plans include a toll-free number. Get top-rated phone features from the leader in business VoIP.
Toll-Free Number FAQs
A toll-free phone number is a business line that customers can call without being charged for the call. Instead, the business that owns the number covers the cost. Toll-free numbers typically use specific prefixes, such as 800, 888, 877, 866, 855, 844, and 833. Having a toll-free number makes your company appear more credible, professional, and accessible to customers nationwide.
Toll-free numbers are often used for customer support, sales hotlines, and marketing campaigns. According to Gartner, 77% of customers report that being able to reach a company by phone enhances their trust in the brand.
Getting a toll-free number is simple: you need to choose a trusted phone service provider that offers toll-free options. Top-rated providers like Nextiva include toll-free numbers as part of their business phone plans. You can typically pick your desired toll-free prefix and, in some cases, even select a vanity number to make it easier to remember.
Toll-free numbers are assigned by Responsible Organizations (RespOrgs), and setup can often be completed online in less than a day. Many VoIP phone systems also allow you to manage call forwarding, SMS, and voicemail transcription through your toll-free number.
Toll-free phone numbers typically cost $30 per month, depending on the provider and the call volume. Some services bundle the cost of a toll-free number with their broader cloud communications packages, saving businesses money.
In addition to the monthly fee, companies may also incur a small per-minute charge for incoming calls. Businesses often find the cost well worth it, given the customer trust and national presence a toll-free number provides.
Businesses with toll-free numbers can see up to 25% higher response rates from marketing campaigns compared to those using local numbers (source).
Some business phone providers offer a toll-free number for free with a new service plan. For example, Nextiva’s business phone service includes a free toll-free number with every account.
Although the number itself may be free, ongoing service fees for call minutes and features still apply. Always check the provider’s fine print to understand what is included and what is billed separately.
The 1-800 prefix remains the most common and recognizable toll-free code in the U.S., followed by 888 and 877. The classic 1-800 numbers are often associated with larger, well-established brands because they were first introduced in the 1960s.
Today, 800 numbers are in high demand, and businesses often opt for newer prefixes, such as 833 or 844, when 800 numbers are unavailable. According to Microsoft, businesses using toll-free numbers report a 15% increase in inbound call rates compared to those using local numbers.
Toll-free numbers provide businesses with instant credibility, increased customer reach, and enhanced service flexibility. They make it easier for customers across the country to call you without worrying about long-distance charges. Additionally, toll-free numbers can route calls to various locations or devices, enabling businesses to manage customer inquiries more efficiently.
According to Nextiva, companies using toll-free numbers see 30% faster customer response times compared to those using only local lines.
A local number is assigned a specific geographic area code that corresponds to a city or region. In contrast, a toll-free number allows callers from any location to reach your business without incurring charges. Local numbers help businesses appear rooted in a community, while toll-free numbers create a broader, national brand image.
Businesses often choose toll-free numbers when they want to scale beyond one region or offer a professional image. Many also combine local phone numbers and toll-free numbers to cover different customer needs.
Yes, many modern toll-free numbers can send and receive SMS messages through a VoIP provider. Text-enabling a toll-free number allows you to interact with customers for appointment reminders, customer support, promotions, and more, all from the same number they call.
According to a study by Texla, businesses that use texting achieve an 18% click-through rate, compared to 2% for email marketing.
If a toll-free number is calling you, it could be a legitimate business reaching out for customer service, billing, or appointment reminders. However, scammers sometimes spoof toll-free numbers to appear credible. If the call seems suspicious, hang up and verify the company’s contact information directly on their website before returning the call.
According to the Federal Trade Commission, over 68% of fraud reports in 2023 involved scammers impersonating legitimate businesses. Always exercise caution when receiving unexpected calls from toll-free numbers.
