How to get a virtual phone number: step-by-step for business teams

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A virtual phone number lets your team make and receive calls over the internet instead of a physical phone line. There is no SIM card, no fixed desk phone, and no tie to a single location. For sales and support teams that operate across cities or countries, this means one team can cover multiple markets from a single platform without opening local offices.

This guide walks through what a virtual phone number actually is, how to set one up in minutes, what to look for in a provider, and how to connect your number to the tools your team already uses.

How to get a virtual phone number (quick summary)

To get a virtual phone number, sign up with a VoIP provider, choose a local or toll-free number in your target country, and start making calls from any device with an internet connection. The full process takes about five minutes:

1. Define your needs — decide which countries, number types, and team size you need

2. Choose a provider — prioritize native CRM integrations, international coverage, and AI features like transcription

3. Select your number and area code — providers like Aircall offer numbers in 100+ countries with local, national, toll-free, and mobile options

4. Configure your call flow — set up IVR routing, business hours, ring groups, and call recording

5. Connect to your CRM — link your virtual number to Salesforce, HubSpot, or your helpdesk so every call logs automatically

What is a virtual phone number?

A virtual phone number is a telephone number that routes calls over the internet using Voice over Internet Protocol (VoIP) instead of traditional copper phone lines. The number is tied to an online account rather than a specific device or address, so calls can be handled from a laptop, smartphone, tablet, or desktop app from anywhere with an internet connection.

For the person calling you, the experience is identical to dialing a regular phone number. They will not know whether your team is in an office, at home, or across the country.

Virtual phone numbers fall into four main types:

• Geographic (local) numbers carry an area code tied to a specific city or region. A company based in London can hold a New York number (+1 212), a Sydney number (+61 2), and a Berlin number (+49 30) simultaneously, giving customers a familiar local number to call regardless of where the team actually sits.

• National numbers are reachable from anywhere within a country but are not tied to a specific city or region. These work well when you want a single recognizable number for an entire market.

• Toll-free numbers (such as 800, 888, or 0800 prefixes) charge the business instead of the caller. These are common for customer service lines where you want to remove any barrier to inbound calls. One detail worth noting: toll-free numbers are designed for inbound calling and are generally not recommended for outbound use, since recipients may not answer calls from toll-free numbers they do not recognize.

• Mobile numbers function like a standard cell number but are managed through your virtual phone platform. These are better suited for individual use or small teams rather than large-scale call center operations.

Virtual Phone Number vs. Traditional Phone Line

The differences go beyond just "internet vs. copper wire." Here is how the two compare across the factors that matter most to growing teams:

The cost difference alone is significant. Businesses that switch from traditional phone systems to VoIP-based virtual numbers typically reduce communication costs by 40% to 75%, according to industry benchmarks. The savings come from eliminating hardware, reducing long-distance charges, and consolidating multiple tools into one platform.

How to get a virtual phone number (5 steps)

Setting up a virtual phone number takes less time than most people expect. Here is the process from start to finish:

Step 1: Define what your team needs

Before choosing a provider, clarify a few things. How many team members need their own numbers? Which countries do your customers call from? Do you need toll-free numbers, local numbers, or both? Will your team primarily handle inbound support calls, outbound sales calls, or a mix?

These answers will shape which provider plan fits best and prevent you from overpaying for features you will not use.

Step 2: Choose a provider

Not all virtual phone number providers are built the same. The section below compares the top options, but the short version: prioritize native CRM integrations, call quality and reliability, international coverage, and whether the platform includes AI-powered features like transcription and call coaching. Cheap plans that lack integrations create more work than they save.

Step 3: Select your number type and area code

Once you have an account, pick the area code and number type that matches your business. Most providers offer local numbers in dozens of countries and toll-free options in major markets.

With Aircall, you can get virtual phone numbers in 100+ countries. Some countries require no documentation at all (Croatia, for example), while others ask for proof of identity and address (Australia, Germany). Your provider should guide you through any regulatory requirements during setup.

Popular area codes available through Aircall include:

• United States: 212 (New York), 310 (Los Angeles), 312 (Chicago), 415 (San Francisco)

• United Kingdom: 20 (London), 121 (Birmingham), 131 (Edinburgh)

• Canada: 416 (Toronto), 514 (Montreal), 604 (Vancouver)

• Germany: 30 (Berlin), 89 (Munich), 40 (Hamburg)

• France: 1 (Paris), 4 (Lyon region), 5 (Bordeaux region)

What documents do you need?

Most countries require a standard set of five baseline items to activate a virtual phone number. Here is what to expect for the most common markets:

Requirements can vary by number type (local, toll-free, mobile, national) and are subject to change as local regulations evolve. For the full country-by-country list, see the Aircall number purchase requirements guide.

Step 4: Configure your call flow

This is where a virtual number becomes more than just a phone number. Set up:

• IVR menus to route callers to the right department without a receptionist

• Business hours so calls outside working hours go to voicemail or a different team in another timezone

• Ring groups so multiple agents can answer from the same number simultaneously

• Call recording and transcription for quality assurance and training

Step 5: Connect to your CRM and helpdesk

A virtual phone number that operates in isolation misses most of its value. The real productivity gain comes when calls automatically log to your CRM, contacts sync bidirectionally, and agents see customer context before they pick up.

Aircall integrates natively with Salesforce, HubSpot, Zendesk, Intercom, Pipedrive, and 250+ other tools. Here is what that looks like in practice with HubSpot:

• Automatic contact sync: HubSpot contacts sync to the Aircall app, so agent screens show the caller's name, company, email, deal owner, and last contact date the moment a call connects

• Full call logging: Every call, recording, note, and outcome logs automatically to the correct HubSpot Contact, Company, Deal, or Ticket with no manual entry

• Click-to-dial: Agents make calls directly from HubSpot records using Aircall's browser extension

• Automated ticket creation: Trigger HubSpot ticket creation based on specific call types or tags, keeping your support pipeline organized without extra steps

Setup takes minutes: install the integration from the Aircall Dashboard, link your numbers, and configure your logging and sync settings. The Salesforce integration offers similar depth, with calls logging directly to Salesforce records and screen pops showing account context during calls.

How to get a virtual phone number with aircall

If you want a virtual phone number that connects directly to your CRM and includes AI-powered features out of the box, here is how to set one up with Aircall:

Purchase a new Aircall number

1. Go to Aircall Dashboard > Numbers

2. Select the country and area code you want

3. Complete any required regulatory documentation (varies by country)

4. Assign the number to a team or individual user

5. Start making and receiving calls immediately

This gives you a fully hosted Aircall number with access to all calling features, analytics, AI transcription, and CRM integrations.

Port an existing number to Aircall

If your business already has phone numbers that customers know, you can port them to Aircall at no additional cost. The porting process transfers ownership of your number from your current carrier to Aircall's network, so you keep the same number while gaining access to Aircall's full feature set. Porting typically takes 2 to 4 weeks depending on the carrier and country.

Use an existing external number (temporary)

If you need to keep an active contract with another provider during a transition period, you can add your existing number as an external number in Aircall. Contact Aircall support with the full number (including country code) and proof of ownership. Note that external numbers are best treated as a bridge to full porting — Aircall-hosted numbers offer better call quality, reliable caller ID display, and full feature access.

Virtual phone number providers compared

When evaluating providers, focus on the features that actually affect day-to-day team performance rather than sticker price alone.

5 reasons sales and support teams use virtual phone numbers

1. Work from anywhere without giving out personal numbers

Agents log into the app on their own phone or laptop and handle business calls through the virtual number. Customers call a professional business number. Agents keep their personal number private. When someone is unavailable, calls route to the next available team member automatically, so nothing goes to voicemail unnecessarily.

2. Cover multiple markets from a single platform

A five-person support team in Dublin can hold local numbers in New York, London, Sydney, and Berlin. Customers in each market see a familiar local number, which increases answer rates and builds trust. No local office, no separate phone contracts, no extra hardware.

3. Cut phone costs significantly

Virtual phone numbers eliminate hardware purchases, reduce long-distance charges, and bundle features (recording, transcription, routing) that would cost extra with traditional systems. Most businesses save 40% to 75% on communication costs after switching.

4. Give agents full customer context before every call

When your virtual number connects to your CRM, agents see the caller's name, company, deal stage, and previous conversation notes the moment a call comes in. This is not possible with a traditional phone line. With Aircall's AI Assist, calls are transcribed automatically and key topics are summarized, so agents and managers do not need to take manual notes.

5. Monitor team performance with real data

Virtual phone systems provide analytics that traditional lines simply cannot: call volume by hour, average handle time, missed call rate, talk-to-listen ratios, and more. Managers can use these metrics to identify coaching opportunities, balance workloads, and forecast staffing needs.

Frequently Asked Questions

How much does a virtual phone number cost?

Pricing varies by provider and plan. Aircall plans start at $30 per user per month and include a virtual phone number, unlimited inbound calls (in select countries), and access to CRM integrations, analytics, and AI features. Many providers offer free trials so you can test before committing. See Aircall pricing for current plan details.

Can I get a virtual phone number for free?

Some providers offer free virtual numbers (Google Voice, for example), but free tiers come with significant limitations: no CRM integration, no team features, no call recording, and geographic restrictions (US/Canada only for Google Voice). For business use, a paid provider with integrations and support delivers far more value.

Are virtual phone numbers secure?

Yes. Reputable VoIP providers encrypt calls and data in transit, apply firewall protections, and comply with data privacy regulations like GDPR and SOC 2. Aircall holds SOC 2 Type II certification and offers features like pausable call recording to help businesses meet compliance requirements for sensitive information.

Can I port my existing phone number to a virtual provider?

Yes. Most providers support number porting, which transfers your existing number from your current carrier to the new platform. The process typically takes 2 to 4 weeks. Aircall offers free number porting with no additional fees.

Can I use a virtual phone number on multiple devices?

Yes. Because the number is tied to an account rather than a device, you can use it on your laptop, smartphone, tablet, or desktop app simultaneously. Multiple team members can also share the same number and handle calls concurrently.

What is the difference between a virtual phone number and a VoIP number?

They refer to the same thing. A virtual phone number uses VoIP technology to route calls over the internet. The terms are interchangeable in most business contexts.

Do I need special equipment for a virtual phone number?

No. A virtual phone number works on any device with an internet connection and the provider's app installed. No desk phones, no PBX hardware, no technician visits. You can be making calls within minutes of signing up.

Start Using a Virtual Phone Number Today

Virtual phone numbers give growing teams the flexibility, integrations, and AI capabilities that traditional phone lines cannot match. For sales and support teams that rely on CRM data and need to operate across multiple markets, the right virtual number provider becomes the backbone of every customer conversation.

Aircall provides virtual phone numbers in 100+ countries with native integrations into 250+ business tools, AI-powered transcription and call summaries, and a platform trusted by 23,000+ companies worldwide.

Start your free 7-day trial — no credit card required.

Published on May 15, 2026.