7 Best Virtual Phone Number Providers for Small Businesses
A virtual phone number helps small businesses separate personal and work calls, create a more professional presence, and manage customer communication from any device. The best virtual phone number providers offer local, toll-free, vanity, and sometimes international numbers, along with call forwarding, voicemail, business texting, routing rules, and mobile or desktop apps.
After comparing pricing, number types, call management features, ease of use, customer support, and overall value, Grasshopper is my top pick for the best virtual phone number provider for small businesses. It offers local, toll-free, and vanity numbers, flat-rate pricing, unlimited users on select plans, and simple call handling tools for entrepreneurs and growing teams.
Here are the best virtual phone number providers for small businesses:
The Fit Small Business editorial process follows strict standards to ensure our best answers are based on accuracy, clarity, authority, objectivity, and accessibility.
For each buyer’s guide, I use six evaluation criteria to assess each provider’s pricing, usability, and customer support features. If you would like to know more about the evaluation process for this article, visit the methodology section at the end.
Lead Writer, VoIP at Fit Small Business
What are the best virtual phone number providers for small businesses?
To choose a high-quality virtual phone number for business communication, consider the following list of VoIP providers, their key features, and how I ranked them:
Who is the best overall virtual phone number provider? Grasshopper
Pros
- Charges a flat monthly fee for unlimited users
- Offers toll-free vanity numbers with no extra fee
- Has the same feature set across plans
Cons
- Call recording and handling are not available on the base plan
- Has no integrations with third-party apps
- Limits usage to phone calls and SMS only
My expert opinion
I’ve found that most virtual phone number providers charge per user, but Grasshopper stands out by charging a flat monthly fee, making it ideal for teams that share phone numbers.
With its highest-tier plan, I appreciate that teams can share four numbers and unlimited extensions, which helps simplify customer service workflows. I can also add as many employees as needed at no extra cost. However, since Grasshopper lacks third-party integrations and unified communication features, I recommend RingCentral if you need access to over 500 integrations, team chat, or video conferencing.
- True Solo: $18/user/month (or $14/user annually)
- Solo Plus: $32/user/month (or $25/user annually)
- Small Business: $70/user/month (or $55/user annually)
- Free trial: 7 days
- Incoming call control: Customize call schedules and set up extensions based on your business hours. Prevent unwanted callers with call screening and call blocking.
- Mobile and desktop app: Use it for business calls and texts, keeping them separate. You can also view voicemails and call history.
- Virtual fax: Use your business number to receive faxes on the Grasshopper app or in your email. Currently, only inbound faxing is supported, and faxes are sent in PDF format.
Send and receive messages in the Grasshopper mobile app. (Source: Grasshopper)
Which VoIP provider is best for international communications? RingCentral
Pros
- Supports voice, video, and messaging across plans
- Has the most extensive library of third-party integrations
- Offers complete call management
Cons
- The most expensive provider on the list
- Can be too complex for teams with basic phone needs
- Has limited SMS credits per month
My expert opinion
RingCentral is my top choice for businesses that regularly engage with a global clientele. As the industry-leading VoIP phone system, RingCentral is an all-in-one business communications solution for calls, video conferencing, and team chat. It also integrates with over 500 third-party applications, allowing users to extend the platform’s functionality.
However, one major drawback of RingCentral is that its monthly fees exceed the average cost of other virtual number providers. A more budget-friendly alternative is eVoice, which charges just $14 per user and includes three phone numbers.
- Core: $30/user/month (or $20/user annually)
- Advanced: $35/user/month (or $25/user annually)
- Ultra: $45/user/month (or $35/user annually)
- Customer engagement bundle: Contact sales for pricing
- Visual voicemail: This feature displays your voicemails in a list, including key information such as duration, contact name, and a transcription. You can save the message, return the call, or select other responses.
- RingOut: Users with an unstable internet connection can make calls using a landline or mobile phone with a RingCentral phone number while keeping their landline or mobile number hidden.
- Team huddle: Host impromptu audio and video meetings where participants can come and go as they please. They can create huddle topics and hop in or out of the conversation at any time.
Start a huddle in the RingCentral app to meet with teammates. (Source: RingCentral)
Which virtual phone number provider is best for regional calling? Ooma
Pros
- Includes 50+ phone features
- Supports free home phone service
- Offers low-cost global calling rates
Cons
- Call queuing is only available on the highest-tier plan
- Has limited app integrations
- Doesn’t offer international numbers
My expert opinion
Ooma is the only virtual phone number service that offers unlimited calls beyond the US and Canada, including Mexico and Puerto Rico. This is why I recommend it for businesses with customers in Latin American regions. In addition, it’s a free home phone service with unlimited international calling.
You can also use its international calling plan to make unlimited calls to landlines in over 60 countries and mobile phones in 10-plus locations. But, even though Ooma has extensive coverage for regional calls, it doesn’t have global phone numbers. So, if you need access to all types of virtual phone numbers, RingCentral is the most comprehensive solution for international communications, offering local numbers in over 100 locations.
Business Phone Plan
- Essentials: $19.95 a month
- Pro: $24.95 a month
- Pro Plus: $29.95 a month
Home Phone Service
- Basic: Free for US and Canada calling, call waiting, call logs, call hold, voicemail, caller ID, and call blocking
- Premier: $9.99 for enhanced caller ID, custom call blocking, advanced voicemail, call forwarding, and multi-ring
- Overhead paging: Integrate your third-party paging system with your Ooma office phone. This is ideal for delivering announcements and emergency alerts.
- Virtual receptionist: Create a schedule that sends calls to the automated menu, extension, or voicemail. Use the text-to-speech feature to create custom messages.
- Simultaneous ring: Customize your call handling settings to allow multiple devices to ring when a user receives a call. Supported devices include analog, IP, or mobile phones.
Manage your ring order in the Ooma admin portal. (Source: Ooma)
Which VoIP provider is best for small-scale call centers? Talkroute
Pros
- Allows unlimited inbound and outbound calls to the US and Canada
- Provides professional voiceover services on the highest-tier plans
- Charges only $5 per month for every additional user, phone number, and voice mailbox
Cons
- Lacks international numbers
- Locks in key features behind higher tiers like call recording and submenus
- Largely depends on Zapier for integrations
My expert opinion
I chose Talkroute for small call center teams that prefer a low-cost virtual phone system over a full-fledged contact center platform. Unlike most virtual phone number providers, Talkroute stands out for its comprehensive call management capabilities, particularly in routing and forwarding incoming calls. It offers unlimited inbound and outbound calls to the US and Canada (toll-free minutes included), so you can connect with local customers without worrying about overage charges.
However, the base plan does not include many of Talkroute’s call-handling features, such as call forwarding and transfers. So, solopreneurs who want more access to advanced VoIP features should consider Ooma, which offers all the features needed for routing calls in a business phone system.
- Basic: $19/month for one user
- Plus: $39/month with three users included
- Pro: $59/month with 10 users included
- Enterprise: Contact sales for custom pricing for over 20 users
- Free trial: 7 days
- Multidigit extensions: Set up three- or four-digit extensions to route calls to the correct destination, play recorded messages, or send callers to voicemail.
- Call reporting and analytics: Detailed reports provide critical call information, such as date, time, duration, caller ID, and status. Use filtering options to retrieve specific call data.
- Call stacking: Accommodates multiple simultaneous calls and prevents busy signals on the caller’s end. Talkroute puts callers in a queue and plays hold music while they wait for the next available agent.
Talkroute allows you to assign multi-digit extensions to employees. (Source: Talkroute)
Which VoIP provider is best for unified interactions? Nextiva
Pros
- Specializes in multichannel client interactions
- Provides a la carte options for features and integrations
- Supports multiple hardware options
Cons
- Lacks vanity number options
- AI receptionists and chatbots are paid add-on features
My expert opinion
I recommend Nextiva as a cloud-based system that allows you to manage team and customer conversations from a single screen. Its NextivaONE hub helps address siloed data and complex integrations, giving you access to all interactions, including calls, emails, SMS, and video meetings, in one centralized platform.
I included Nextiva in this guide because it supports free virtual numbers and number porting; if you want to keep your existing number, they’ll handle the transfer at no extra cost once you provide the required documents, such as a Letter of Agency (LOA) and a recent bill. However, Nextiva doesn’t offer vanity numbers. If you need a memorable custom phone line to make a great first impression, I recommend Grasshopper instead, as it doesn’t charge extra for toll-free vanity numbers.
- Core: $23/user/month (or $15 annually)
- Engage: $50/user/month (or $25 annually)
- Scale: $75/user/month
- Phone presence: This feature displays the real-time phone status of employee extensions so you can quickly determine whether they are on a call. Status indicators include online, busy, and do not disturb.
- Team chat: Nextiva offers an integrated messaging app for group chats, video meetings, and virtual presentations. This enables users to collaborate over a scalable office phone system.
- Call flow builder: Nextiva provides a digital canvas for designing your automated phone menu. Configure your business hours, call routing, announcements, and extensions.
Customize your phone menu with Nextiva’s call flow builder. (Source: Nextiva)
Which virtual phone number provider is most affordable? eVoice
Pros
- Allows easy scalability for its single-plan structure
- Includes three phone numbers per plan
- Offers professional greetings and live answering services
Cons
- Doesn’t integrate with third-party apps
- Charges an extra fee for voicemail transcription and call recording
- Doesn’t have 24/7 live support
My expert opinion
eVoice is the best virtual phone number for small businesses on a budget. Its inexpensive, single-structure plan includes three phone numbers and costs only $14. In my experience, this service suits solopreneurs who do not anticipate scaling their business soon and prefer a straightforward phone solution. I like that eVoice uses an a la carte approach, allowing you to add features based on your specific needs.
You can also customize your service with add-ons like live answering services and professional voiceover actors. At the same time, I noticed that eVoice lacks unified communication tools, such as team chat and video conferencing. If you need those features, I recommend RingCentral as a better alternative, as it offers a complete cloud communications solution for voice calls, video meetings, and team messaging.
- Elite: $14/user/month (or $12 per user annually)
- Elite Plus: $21/user/month (or $19 per user annually)
- International forwarding: You can forward your phone calls globally without purchasing an international phone number. This allows you to reach new foreign markets, even if your business is in the US or Canada.
- Sequential ring: Direct incoming calls to multiple departments or team members in any order you prefer. The call will continue to ring a series of phone numbers until someone picks up.
- After-hours greetings: When callers call your business after regular operating hours, play a prerecorded message. Use this message to create an away greeting that includes alternative contact methods.
Set up different greetings based on the time of day. (Source: eVoice)
Which virtual phone number provider is best for call tracking? 800.com
Pros
- Doesn’t charge activation fees for phone numbers
- Robust call tracking tools and analytics
- Maintains a clean user interface
Cons
- Has a limited set of features compared to other VoIP providers
- Incurs an extra charge of 3 to 10 cents per minute for call transcription services
- Lacks third-party software integrations
My expert opinion
800.com provides a virtual telephone number for businesses wanting to monitor and evaluate the success of their marketing campaigns. With its call tracking service, you can assign numbers to different ad channels and determine the total number of answered, missed, and unique callers for each number.
Additionally, the Vanity Marketplace is 800.com’s number search tool that allows users to assess the availability of a vanity phone number. However, 800.com prohibits bulk call-in lines, like customer support or sales call centers. If you want more customer support tools, consider Nextiva, which offers advanced contact center solutions.
- Personal: $23/month for one user (or $19/month annually)
- Unlimited: $59/month for unlimited minutes (or $49/month annually)
- Pro: $117/month for unlimited users (or $99/month annually)
- Comprehensive inbox: Access your calls, texts, faxes, and voicemails from a single location. The list includes filterable categories to narrow your results.
- Whisper greeting: Add a whisper message to tracking numbers. Agents hear an audio recording about the source of the call, helping them prepare beforehand.
- Call analytics: This feature allows you to collect and analyze data from your business phone calls to make strategic decisions about improving customer experience and operational efficiency.
The analytics dashboard provides data on call duration and flow. (Source: 800.com)
How do you choose the best virtual phone number providers?
When comparing the top virtual phone number providers, it’s essential to evaluate each platform’s key features and the types of numbers it offers. For efficient call management, these providers allow you to set up multiple phone lines and offer extensive features, including call forwarding, custom greetings, and call routing rules.
At the same time, choosing a virtual phone number provider for your small business requires evaluating more than just numbers. You should also consider:
- Core Features: Go beyond basic call forwarding to include advanced features like IVR, voicemail-to-email/text, call blocking, recording, and analytics. Also, look into team collaboration tools such as shared call boxes, internal messaging, and call transfer/conferencing.
- Scalability & Flexibility: Ensure the provider supports growth by enabling easy addition of users, lines, and features. Verify integration with current business tools and compatibility with devices such as desk phones, mobile apps, and web browsers.
- Reliability & Call Quality: When selecting service providers, prioritize those with high uptime guarantees to ensure consistent availability. Additionally, look for providers that deliver HD voice quality for clear communication and have redundant systems in place to maintain continuous service.
- Cost & Pricing: It’s important to analyze various pricing models, including tiered plans, as well as the minutes and features that are included. This will help you avoid any unexpected costs.
- Customer Support: Assess the available customer service options, including the support channels offered, their responsiveness, and the level of expertise demonstrated by support agents.
- Security & Compliance: For businesses in regulated industries, it is essential to verify that data encryption measures are in place and that they comply with applicable regulations, such as HIPAA and GDPR. Ensuring adherence to these regulations helps protect sensitive information and maintain privacy standards.
My method for evaluating the best virtual phone number providers
I used a scoring rubric to assess the best virtual phone number services. My rubric includes criteria such as providers’ subscription fees, types of phone numbers offered, call management features, and ease of use. I also consulted third-party review websites to see real users’ feedback.
Here is how I evaluated the top virtual phone number services:
- Pricing (20%): I compared entry-level subscription plan costs with industry averages, giving higher scores for annual discounts, multiple plan options, free trials, and free plans.
- General Features (30%): I focused on the availability of local, toll-free, vanity, and international numbers, with higher points for free number porting, minute allowances, or unlimited minutes.
- Advanced Features (15%): I evaluated niche capabilities such as call analytics, voicemail transcription, and call handling, with bonus points for unified communications features like video conferencing and team chat.
- Ease of Use (10%): I assessed how easily users can secure different types of numbers and how intuitive the software interface is, regardless of technical know-how.
- Customer Support (10%): I evaluated the availability and responsiveness of support channels, including live chat, phone, email, and knowledge bases.
- Expert Score (15%): I based this score on the solution’s overall capabilities, value for money, and ease of use, as well as popularity among business professionals on third-party review sites.
Frequently asked questions (FAQs)
Grasshopper is the best overall virtual phone number provider for small businesses because it offers local, toll-free, and vanity numbers, flat-rate pricing, unlimited users on select plans, and simple call handling tools. It is especially useful for entrepreneurs and small teams that want a professional business number without paying per user.
The most common types of virtual phone numbers are local, toll-free, vanity, and international. Local numbers help businesses establish a presence in a specific city or region, toll-free numbers make it easier for customers to call without long-distance charges, and vanity numbers use memorable words or number patterns for branding.
Yes. Many virtual phone number providers support number porting, which lets you transfer your existing business number to a new provider. The process typically requires a recent phone bill, account details from your current carrier, and a completed authorization form.
Bottom line
A virtual phone number lets business users define their identity and keep their work and personal communications separate. Whether you want to be instantly recognized or have an international in-country presence, options are available. Each provider has unique features, so you must evaluate your organization’s needs before choosing a provider.
Overall, Grasshopper is my choice for the best virtual phone number provider for small businesses because each subscription includes local, toll-free, and vanity numbers. Higher-tier plans have unlimited users, and all-inclusive plans include options for phone and text messaging. Sign up for a seven-day free trial to explore the provider’s features.
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