Virtual phone numbers for business: how they work and what they cost

Short answer: A virtual phone number is a number that lives with a provider online, and the provider sends each call wherever you've told it to.

To your callers, it's an ordinary phone number. They dial it like any other. You answer on your cell, in an app or on a desk phone.

You'll also see it called a virtual business number, a second phone number, a VoIP number, a cloud phone number or a virtual landline. They work in a similar way.

Mostly, yes. "Virtual phone number" is the wider term for any number that isn't tied to one line or SIM. "Virtual landline" usually means a virtual number that looks like an office number, a local number with your area code, rather than a cell number.

In the US, local and cell numbers look the same: 10 digits with an area code. So for most small businesses, the real choice is between a local number for your area and a toll-free number.

1. 1You pick a number from the provider, usually a local number with the area code you want, or a toll-free number. Or you bring the number you already have.
2. 2You tell the provider where calls should go: your cell, an app on your phone or computer, a desk phone, or a colleague.
3. 3When someone calls the number, the provider passes the call on. Your phone rings as normal.

There are two common ways calls reach you:

Most providers add extras on top: a greeting, voicemail with transcripts, business hours, a "press 1 for sales" menu, ring groups and texting from the business number.

A business number on your truck and your website. You can put a local number for your area on everything, while still answering on your cell.

Your personal cell number stays private. Customers call the business number, not your own.

You can answer anywhere. Calls follow you to a job, a second location or home.

No phone line or hardware to install. Most plans are monthly, and many work entirely in an app.

Room to grow. Most providers let you add users, numbers, a phone menu and ring groups as you hire.

A virtual business phone number costs from about $8 to $30 a month per user from the US providers we checked. Here's the entry plan each one shows.

Things that add to the price:

Texting registration. Business texting from a regular 10-digit number runs through 10DLC, where businesses are verified before they can send (The Campaign Registry). Some providers charge for it, like Grasshopper's $19.50 one-time fee and $1.50 a month.

Extra numbers. A second number for a new location or a tracking line usually costs extra, such as $9 a month at Grasshopper.

Per-user pricing. Most plans charge per user, so a team of five pays five times the entry price.

Monthly vs yearly. Many providers show the yearly price first. RingCentral's Core plan is $20 a user paid annually but $30 paid monthly.

1. 1How calls reach you. Forwarding to your cell works without data. An app needs data or Wi-Fi.
2. 2What's included. Check minutes, users, numbers and texting, and whether texting needs registration.
3. 3Calling out. If you want customers to see your business number when you call them back, make sure you can call out from it, usually through the app.
4. 4Contract. Most plans are monthly or yearly. Check the price if you pay month to month.
5. 5Leaving. Check you can take the number with you. See the next sections.
6. 6What happens when you can't answer. Most providers send unanswered calls to voicemail. See "Who answers when you can't?" below.

Usually, yes. Moving your number to a new provider is called porting, and the FCC says you can keep your number when you switch providers, as long as you stay in the same geographic area (FCC, checked 9 November 2026).

• Don't cancel your old service first. Start service with the new provider, then ask them to port the number.
• Your old provider can't refuse to port your number, even if you owe a balance or an early termination fee.
• Providers may charge to port a number, but the FCC says you can ask whether the fee can be waived.
• FCC rules require simple ports to be processed in one business day. Porting from a landline to a cell service may take a few days.
• If you're moving to a new area, you may not be able to keep your number.

Quo, for example, includes one new or ported number per user on every plan.

You should be able to, under the same FCC porting rules, as long as you stay in the same area. Check your provider's terms for any porting-out fee before you sign up, and keep your account details and PIN somewhere safe. Your number is a big part of how customers find you, on your truck, your website and your Google Business Profile.

A virtual phone number makes sure the call reaches you. It doesn't answer it for you.

If you're up a ladder, under a sink or driving, your cell rings and nobody picks up. With most virtual number plans we checked, the caller then hears a voicemail greeting. Some leave a message. Others call the next business on their list.

Some providers now sell AI answering as an extra. Quo includes its AI agent with 10 calls a month on every plan, then sells credits, from $25 a month for 40 calls. Nextiva charges $1.50 per AI conversation, and RingCentral sells its AI Receptionist as an add-on.

That's the gap an AI receptionist fills. It answers in your business name, takes the caller's details and what they need, and sends them to you, so the job isn't lost while you're working. You'll also see it called an AI phone assistant, and it works with the number you already have.

Ringzel is an AI receptionist that answers the calls you can't take. It works with the number you already have, including a virtual business number. You don't move your number.

Your number rings you first, as it does now. When you don't answer, are on another call or are closed, the call is forwarded to Ringzel instead of voicemail. Most business phone services let you set forwarding rules in the app, and some can ring several numbers. Comcast Business Voice, for example, offers Sequential Ring to up to five numbers and Simultaneous Ring to up to 10 (Comcast Business). Our call forwarding guide has the codes for the main carriers.

Ringzel answers in your business name, 24/7, asks the questions you've set and follows your instructions. After every call you get the recording, the transcript, a summary and a check report.

Plans are $99, $179 or $299 a month, with unlimited calls on every plan.

14-day free trial. No card to start. Keep your number.