How to Get a Business Phone Number

How do you get a business phone number?

1. Decide what kind of service you want.

You may want a traditional landline phone associated with your business address, a mobile phone that you can transport with you as you do business, or a virtual phone number or Voice over Internet Protocol (VoIP) system you can access from anywhere.

Most of the available cloud-based business phone systems provide the option of local, toll-free and personalized or vanity phone numbers, along with a vast suite of advanced features for communication and productivity. Your small business might not need these high-end features yet, but they’re good to look into now in case you need them later. With VoIP for business options, adding new numbers is easy through the phone system apps.

2. Research service providers.

Once you have a sense of what type of business phone system you want, research the providers that can make it available. Take note of the features they offer and what pricing options are available. Make sure you understand any unexpected costs, like equipment you may need to buy or any installation fees.

3. Reach out for quotes and get started.

Now is the time to reach out to business phone providers and request quotes for service. You can ask any questions you have about phone service, equipment, contract terms or customer support. If you’re considering adding multiple lines, such as for multiple employees, make sure to ask about any deals that may be available.

4. Share your new number.

Once you sign up for service, it’s time to make sure your customers know your new phone number. You may want to add it to your business cards and other printed material, like invoices and receipts, as well as your social media accounts and review sites where you interact with customers. Consider whether you want to have your new number listed in any business directories where customers may come looking for you.

Why you need a business phone number

It makes it easy for customers to reach you.

First and foremost, your company should always provide a way for customers, clients and vendors to reach personnel by phone during regular business hours. Having a business phone number provides them with confidence that they can easily get a hold of you and provides your company with an added level of professionalism in many people’s eyes. Believe it or not, many small businesses lack an easy-to-find phone number, so merely having one can set you apart.

It allows you to separate business life from personal life.

For your new business, you may want to separate your personal calls from your business calls. This separation gives you a better work-life balance, and keeps your professionalism intact with clients, vendors and accounts. 

It lets you take advantage of advanced phone features.

A business phone system provides useful features, including automated interactive voice response (IVR) trees, call forwarding and customizable menus that help direct callers in the most efficient and courteous way possible. Many of these phone systems offer native integrations with popular productivity tools and best CRM software that helps make the most of every customer interaction. IVR, call forwarding and customizable menus are must-haves, but your business might not yet need every platform with which your phone system integrates.

Types of business phone numbers

There are generally three types of phone numbers from which to choose for your company. In some cases, your business may require a local number, toll-free number and vanity phone number, but more often, one of these numbers is all you need at this stage in your company’s existence. Regardless of the type of phone number you acquire, the cost associated is relatively low.

Local phone numbers

Local phone numbers that begin with a three-digit area code are familiar to local callers and offer a good way to build a relationship with customers in your geographic area. For inbound calling purposes, local numbers provide a way for customers to contact a business without worrying about long-distance charges. Of course, with the prevalence of mobile phones and unlimited calling plans, this issue may be moot and thus not worth considering.

A local business phone number is typically included for free with phone service plans, and extra lines are easy to add for a small fee. If your company does not have a physical footprint in a specific geographic region, consider a local phone number through VoIP and virtual phone systems. These are some advantages to securing a local number:

• It establishes a presence in the community.
• There is no cost in many cases.
• It’s easy to obtain with landlines and VoIP.

Here are some downsides to keeping it local:

• Patrons in areas far from yours are less likely to answer a call from an unfamiliar area code.
• Inbound callers who use landlines — and more still do than you might expect — may have to pay long-distance charges.
• Customers may perceive your business as inadequate.

Toll-free numbers

Toll-free numbers are phone numbers that typically start with an 800 designation, though they may start with 833, 844, 855, 866, 877 or 888 as well. A phone number using a toll-free prefix can be dialed from any landline free of charge to the individual placing the call. For customers outside of the local area, toll-free numbers allow them to call without worrying about potential long-distance phone charges.

These are some of the benefits of going toll-free:

• Customers can reach you anywhere for free.
• You can easily obtain a toll-free number.
• You establish credibility as an organization.

Here are some disadvantages of a toll-free number:

• Inbound international callers may have to pay additional fees. Don’t worry about this factor if your business is too new or small to serve customers outside the country.
• Users have potentially limited talk minutes through your service provider.
• You may receive a high number of unsolicited calls.

Vanity phone numbers

Vanity phone numbers allow you to utilize letters in place of phone numbers to help patrons remember your number. Some businesses have gone as far as building their entire brand name around toll-free numbers, such as 1-800-Flowers. 

For businesses with seven letters like Best Buy, the memorability of a toll-free number like 1-888-Best-Buy makes the decision to use a vanity number easy. Unfortunately, many of the personalized options for seven-letter words have already been claimed. However, if you were able to find a unique web domain for your business, chances are that you’ll be able to secure a matching vanity phone number. These are some benefits of a vanity number:

• It’s easy to remember.
• It’s an effective branding tool.
• It boosts your credibility.

Here are some disadvantages of a vanity line:

• Many of the good ones are already taken.
• It’s the most expensive option.
• It’s risky for international callers.

How to choose the best phone number for your business

You don’t necessarily have to settle for only one option between local, toll-free and vanity numbers when choosing a phone number for your business. Before you decide which type of number works best for your company, it’s a good idea to choose a VoIP or landline. Consider your existing equipment, internet reliability, the potential to scale (if that’s a goal of yours years down the line) and the monthly cost. Follow these steps to obtain a business number:

1. Decide if you’re going to implement a landline, or check out our reviews of the best VoIP business phone systems.
2. Find the best phone system based on the available features and cost for the number of lines you plan to use.
3. If you’re operating a brick-and-mortar store, start with a local number to build your presence and reputation in the community.
4. Add a toll-free number to your list of available contacts once you’re ready for a national presence with a decent volume of inbound calls.
5. Add a vanity phone number (if you can secure one) that works well with your company’s name and can be used for marketing purposes. 

Steven Melendez contributed to this article.