What is a Virtual Phone Number?

A virtual phone number gives your business a professional presence without being tied to a physical location or device. This guide explains how they work, their benefits, and how you can get one for your business to command every customer conversation.

Where conventional phone numbers are tied to a fixed handset, virtual phone numbers are advanced PRI numbers with several phone numbers mapped behind them. Virtual numbers are the display numbers of a server, which are not physically tied to a particular handset.

Compared to traditional telephone lines, virtual numbers are simpler to set up and manage. There’s no requirement to buy additional equipment for each number, and you can simply take calls from your mobile number. While we talk about virtual numbers here, they can come with a traditional PBX system or an advanced cloud telephony system.

Where the traditional PBX routes your calls only to the attached landline systems, a virtual phone system routes your calls to your mobile numbers. It eliminates the geographical limitation of receiving calls, enabling you to take calls from any corner of the country.

When you plan to buy a virtual phone number, you will want more than its conventional specifications. In the modern business world, virtual numbers come with advanced features that take your business functioning one notch up.

What Are the Benefits of a Virtual Phone Number?

You can set up an easy-to-remember virtual number for your business that can strengthen your business brand.

It adds to your business credibility and gives you an edge over your competitors.

A virtual toll-free phone number allows you to have the flexibility to remove and add numbers according to your needs. It does not restrict your business scalability or any updates in your customer-facing team.

Virtual phone lines provide helpful and insightful marketing data.

If you use print or radio advertising, you may promote a different virtual number in each ad. Later, simply log in to your panel and see how many calls came from the specific campaign.

How Does a Virtual Phone System Work?.

1. Your prospect is shown your business phone number (virtual number) on your ad/website/hoarding.
2. They dial the number and are then received with a professional and customized voice message (IVR), and IVR's full form is Interactive Voice Response. “Welcome to ABC company, ABC company main aapka swagat hai.”
3. The IVR gives them the menu options and the respective numbers to select on their keypad. “Press 1 for sales, press 2 for general inquiry, press 3 for the HR department.nt”
4. As per your caller’s selection, the call is routed to the agent mapped behind that department.
5. This process of call routing can happen for your 10 different callers calling at the same time.
6. With advanced virtual numbers, you can even get the call recording and reporting of your calls on a panel.
7. If none of your agents are available to take the call, the call center software will automatically direct the caller to the voicemail section. You can hear the voicemail later and arrange the consequent action accordingly.

How to Choose the Best Virtual Phone Number Provider

When evaluating virtual number providers in India, you will find hundreds of options. To make an informed decision, you should look for a provider that offers a combination of powerful features, transparent pricing, and reliable support.

Key features of a MyOperator virtual number

• MyOperator provides a transparent billing structure. Your billing will reflect your exact usage and required features only. Besides this, we also have a 30-day refund policy in place.
• Your virtual number comes with an IVR solution and other features like a cloud call center solution that greets your callers with a professional voice message and an IVR menu to connect them with their concerned agent directly.
• With MyOperator’s comprehensive dashboard provided along with your virtual phone number, you have an overall overview of your team’s activity and productivity, including integration with the WhatsApp Business Suite for seamless communication.
• You receive a NOC (No Objection Certificate). This simply means that your virtual number will be owned by you, even after you wish to discontinue your services. The virtual number for business will remain with you, at no additional charge.
• Your call details will be automatically synced to your CRM and Helpdesk to save time and avoid switching back and forth between systems. You will be entitled to a complete picture of your caller’s data, all in one place.
• You are able to review call recordings, check the history of each account, lead, or contact, and see the full context around every conversation. The real-time reports assist you in supervising your team effectively and constantly.
• The MyOperator dashboard empowers you to see which agent is on a call and who’s available at any moment. Hence, it allows you to keep a constant tab on their performance and your business call-related activities.
• You can even supervise why inbound calls are being missed, spot longer-than-usual hold times, and track historical trends to boost both individual and team performance. And, leverage key improvements accordingly.

How to Get a Virtual Phone Number

Step 1: Choose your provider and plan

Connect with a virtual number provider, preferably one that provides a complete cloud phone system.

Take their demo, check the pricing and features, look for customer reviews, and evaluate how accessible their support is. Finalize your package as per your business needs and call volume.

Step 2: Configure your system

Once you select a plan, you need to map the phone numbers of your agents who will receive the calls. You will also need to configure the professional IVR message you want to play for your callers.

Step 3: Complete KYC and activation

Complete your KYC (Know Your Customer) documentation and payment. Once verified, your virtual number will be activated, typically within 24-48 hours.

Suggestion: Add a testimonial here. Example: "MyOperator made the entire process seamless. We had our virtual number active in under a day, and the support team was incredibly helpful." - CEO, ExampleCorp.

Compliance and KYC Requirements

Getting a virtual number in India is regulated by the Department of Telecommunications (DoT) and the Telecom Regulatory Authority of India (TRAI). Compliance is a mandatory step.

You must complete a KYC process, which typically requires:

• A completed Customer Application Form (CAF)
• Proof of Identity (e.g., PAN card, Aadhaar card for individuals)
• Proof of Address (e.g., utility bill, lease agreement)
• For businesses: Certificate of Incorporation, company PAN card, and a letter authorizing the purchase

These regulations ensure the security and traceability of communication channels. Always work with a provider that adheres strictly to these guidelines.

Pricing and Plans

Virtual number pricing typically involves a monthly or annual subscription fee that includes a set number of calling minutes. Models can vary, so it is important to understand what is included.

Look for plans that detail per-minute rates for incoming and outgoing calls, any one-time setup fees, and charges for additional features like call recording or advanced IVR. For a detailed breakdown, you can review MyOperator's pricing plans.