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Unlocking the Power of VoIP Numbers: A Step-by-Step Guide to Streamlined Business Communication

Introducing Voice over Internet Protocol (VoIP) as a game-changing virtual communication technology in the telecoms industry! With VoIP, businesses can seamlessly call, text, or connect in real-time across any location, using any Internet-enabled device. Let’s explore the world of VoIP phone numbers and their significance in revolutionizing business communication.
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Introducing Voice over Internet Protocol (VoIP) as a game-changing virtual communication technology in the telecoms industry! With VoIP, businesses can seamlessly call, text, or connect in real-time across any location, using any Internet-enabled device. If you would like to know more about VoIP technology learn more here!

One of the key elements of VoIP is the VoIP phone number, which serves as a link to your business phone system.This article goes over the fundamentals of VoIP phone numbers: their functionality, the contrast with traditional analog phones, the advantages they bring, and much more. Let’s explore the world of VoIP phone numbers and their significance in revolutionizing business communication.

What is a VoIP Number?

Unlike traditional wired phone networks, VoIP numbers operate virtually, harnessing the power of the Internet for both inbound and outbound voice calling.

What’s fascinating about VoIP numbers is their freedom from physical constraints. They aren’t bound to a specific location, phone line, or device. Instead, each VoIP number can be assigned to an individual user, an entire business, or even a specific department.

Thanks to the cloud-based nature of VoIP phone service, your entire business phone system becomes accessible across various devices with a broadband or WiFi connection. Picture this: when someone calls your VoIP phone number, you can answer the call from your desktop computer, smartphone, VoIP-enabled landline, or tablet.

Curious about the secret behind this seamless connectivity?

Enter the softphone interface, where you can easily manage your VoIP phone system. Make and receive calls, create call routing paths, join conference calls, adjust audio levels, transfer calls, and much more—all at your fingertips.

Say hello to the future of telecoms as we unravel the wonders of VoIP numbers and the incredible control they provide over your communication experience.

How does a VoIP Phone Number Work?

In the realm of analog voice calls, the audio travels through the PSTN circuit switching method, relying on physical connection points. However, VoIP takes a different route. It embraces packet switching, a method that liberates voice signals from the constraints of physical connections. Here’s how it works:

Instead of transmitting voice data as a continuous stream, VoIP breaks it down into smaller data packets, each containing valuable audio signals from the caller. These packets embark on a journey through the vast realm of broadband Internet, individually traveling to their destination.

Once they reach the recipient, the magic happens—they reunite, forming a seamless audio experience.

Unlike the circuit-based PSTN, VoIP technology possesses the remarkable ability to evaluate the most efficient path for these data packets to travel. This optimization not only enhances audio quality but also maximizes bandwidth usage, ensuring an exceptional communication experience.

Embrace the future of voice transmission and explore the inner workings of VoIP technology and its knack for optimizing efficiency and audio clarity.

The Difference Between a VoIP Number and a Landline

Here are some of the key disparities between VoIP numbers and landlines in the ever-evolving telecoms industry. The fundamental contrast lies in the fact that VoIP numbers enable virtual Internet-based communication, while landlines are limited to voice calling through POTS (Plain Old Telephone Service). Unlike landlines, VoIP numbers don’t rely on physical connections to the PSTN for functionality.

But wait, there’s more to this intriguing comparison between VoIP phone systems and traditional landline phones. To shed light on the finer points, take a look below, summarizing the distinguishing features of VoIP numbers and landlines.

Calling Facillitated Via

VoIP Phone Numbers 

  • An internet connection



  • The wired PSTN 


Device Capability 

VoIP Phone Numbers 

  • VoIP-enabled desk phones
  • Desktop and laptop computers
  • mobile devices
  • tablets 



  • A traditional office desk phone or any other hard phone 


Communication Channels 

VoIP Numbers 

  • Voice Calling
  • Video Calls
  • Virtual Faxing
  • SMS/MMS Text Messaging 
  • Instant Chat Messaging



  • Voice Calling 


Available Features

VoIP Numbers 

  • Over 90+ VoIP features



  • Voice Calling 
  • Voicemail
  • Call Hold/Transfer
  • Caller ID


Required Hardware

VoIP Numbers 

  • Interent access
  • Router
  • Preffered devices (works with existing devices) 
  • Ethernet cable 



  • Headphones/Deskphones
  • Cabling
  • Onsite PBX system
  • Power outlets and phone jacks
  • Office space/PBX hardware space 



VoIP Numbers

  • Purchase more phone numbers or scale up via your VoIP providers website 



  • Often time-consuming setup process which required physical installation 

Communication Channels

Unlike landlines that are limited to voice calling, even basic VoIP phone systems today provide a range of 2-3 communication channels for seamless connectivity.

When you embrace VoIP, you unlock a world of possibilities. Alongside traditional phone calling, virtual faxing and business text messaging come standard with VoIP phone numbers. Higher-tiered VoIP plans open up even more exciting avenues. Imagine engaging in seamless video conferencing, team chat messaging, and even social media messaging—all within a single, user-friendly omnichannel interface.

Switching between channels during a conversation becomes a breeze, thanks to real-time syncing across platforms. You can effortlessly transition from a phone call to a video conference or quickly respond to a chat message without missing a beat.

Even if your provider doesn’t offer additional communication channels, fear not! VoIP platforms often allow integration with third-party applications. This means you can seamlessly incorporate popular tools like Zoom, Slack, or Microsoft Teams directly into your VoIP dashboard, leveraging their familiar interfaces and functionalities.

Embrace the power of multi-channel communication with VoIP, revolutionizing the way you connect and collaborate in the telecoms industry.

Available Features

Here are some of the incredible range of features available with VoIP phone numbers, surpassing the limited capabilities of traditional landlines. While landlines offer basic functionalities like voicemail, call waiting/call hold, caller ID, and call transfer, VoIP takes it to a whole new level with over 100 features and functionalities to enhance your communication experience.

Let’s dive into some of the remarkable features offered by VoIP:

1. Call Forwarding: Automatically redirects incoming calls to alternate agent phone numbers if the initial call goes unanswered, without requiring the caller to hang up and dial another number.

2. Call Routing: Intelligently distributes inbound calls based on predefined call paths/rules such as skills-based, round-robin, time-based, relationship-based, or list-based routing.

3. Visual Voicemail: Transcribes voicemail messages and sends voicemail transcriptions to agents via voicemail-to-text, making them easily accessible in the call log or delivered through voicemail-to-email.

4. Automatic Call Distribution (ACD): Seamlessly connects callers to the most suitable available representative, ensuring efficient handling of calls.

5. Interactive Voice Response (IVR): Empowers callers with self-service options through pre-recorded menu prompts, allowing them to direct their calls or complete basic actions without the need for live agent assistance.

6. Call Queuing: Organizes waiting callers into predetermined queues when all agents are busy until the best available agent becomes free.

7. Team Collaboration Tools: Facilitates seamless teamwork with features like persistent and in-chat/in-video screen sharing, user tagging, user presence indicators, virtual whiteboarding, task management, and more.

8. Automated Callbacks: Allows callers to schedule a callback at their preferred date and time, automatically adding the scheduled callbacks to agent queues.

9. CRM Call Pops: Instantly displays relevant caller information from native or integrated CRM software, including agent notes, interaction history, and more.

10. Call Monitoring: Enables call recording and transcription, as well as real-time features like listening in on active calls, whispering to agents for coaching, and barging in to take over a call.

11. Ring Groups: Simultaneously rings a preselected group of agents with the appropriate skills and schedules, connecting the call to the first available agent.

12. Real-Time and Historical Analytics: Provides preset and customizable reporting templates, along with real-time alerts, to gain valuable insights into call center activities and customer satisfaction levels.

13. Direct Inward Dialing (DID): Virtual phone numbers that connect directly to agents or specific departments, eliminating the need to navigate IVR menus or auto-attendants.

These are just a few examples of the extensive array of features available with VoIP phone systems. Embrace the power of VoIP to unlock a world of possibilities and transform your communication capabilities in the telecoms industry.

Required Hardware

Landlines entail a complex setup process and expensive equipment, including desk phones, an onsite PBX system, cabling, outlets, and phone jacks. Storing all this hardware requires ample office space. 

On the other hand, VoIP phone numbers require minimal hardware: a working broadband Internet connection, an Ethernet cord, a router, and compatibility with existing devices. Additional equipment like headsets, speakers, backup power, and an Analog Phone Adapter is optional. Moreover, setting up VoIP phone numbers takes only minutes, unlike the lengthy installation process associated with landlines.


Adding a landline phone number involves a time-consuming, expensive, and disruptive physical installation process, often making it an viable option for many companies. However, obtaining additional VoIP phone numbers is as simple as clicking a button. Visit your provider’s website, choose the desired number type, select an available number, and add your payment method. Within minutes, you can start using the new VoIP number. VoIP providers offer multiple tiered plans and the flexibility to scale up or down as needed. Users can also add features individually, tailoring their phone system to specific requirements.

Let’s explore the different types of VoIP numbers and the compelling reasons why telecom industry professionals should consider getting a VoIP number. Discover the benefits of VoIP numbers in terms of consumer trust, call quality, cost savings, customer satisfaction, team flexibility, setup simplicity, and advanced features.

Types of VoIP Numbers

1. Ported Phone Numbers: Transfer your existing business phone number, whether VoIP or analog, to your VoIP account without changing numbers.

2. Local Phone Numbers: Choose a VoIP number with a local area code to establish a local presence and enjoy free unlimited local calling.

3. Toll-Free Phone Numbers: Obtain a VoIP number that charges your business, not the customer, for the cost of the call. Toll-free numbers start with fixed prefixes like 800, 888, etc.

4. Vanity Phone Numbers: Create a memorable branded business phone number using toll-free prefixes and alpha-numeric phrasing, such as 1-800-BUYCARS.

5. International Phone Numbers: Acquire a phone number with an international country code to establish a local presence anywhere globally, with calling charges based on country-specific rates.

Why You Should Get a VoIP Number

1. Earn Consumer Trust: A VoIP number enhances your business’s legitimacy and trustworthiness. It portrays an established, accountable image, and displays your business or agent’s name on the recipient’s caller ID, instilling confidence and reducing suspicion.

2. Improve Call Quality: VoIP utilizes Tier-1 carrier data networks to deliver high-quality, crystal-clear HD voice audio. Features like noise suppression, speaker identification, and advanced audio controls further enhance call quality. Providers offer real-time system status updates, ensuring superior call quality.

3. Lower Operating Expenses: Switching to VoIP reduces costs by providing free unlimited calling (local/long-distance), bundled or pay-as-you-go toll-free/long-distance minutes, optimized agent schedules, workflow improvements, automation of business processes, increased self-service options, real-time syncing, and advanced features that boost productivity. Remote access reduces travel and in-person employee costs, leading to higher employee satisfaction and lower turnover rates.

4. Boost Customer Satisfaction: VoIP numbers benefit both your team and customers. They increase the likelihood of connecting with a live agent, offer self-service options, enable communication through preferred channels, eliminate repetition of information, increase first call resolution rates, allow texting with customers, and facilitate automated reminders and notifications.

5. Give Team Members Flexibility: VoIP numbers offer flexibility and mobility, allowing agents to forward calls to multiple numbers and switch devices during active calls without hangups.

6. Simplify Setup and Configuration: Setting up a VoIP number is remarkably simple. Providers offer extensive online resources, including knowledge bases, tutorials, user forums, webinars, FAQs, and more. Additional customer service options are available, such as onboarding services and priority support.

7. Streamline Business Processes With Advanced Features: VoIP providers offer features that go beyond analog phones, simplifying tasks and improving workflows. Third-party integrations eliminate app switching, CRM call pops display relevant information, real-time AI-based suggestions provide in-call support, and admins can automate recurring meetings, analytics, KPIs, ring groups, and shared inboxes.

How to Get a VoIP Number

To obtain a VoIP number, purchase it directly from your VoIP service provider. Plans often include at least one local number, and toll-free or international numbers are available for an additional fee. Porting existing numbers to VoIP is possible, even for analog phones, with most providers offering free landline number porting. Access to numbers is available from compatible VoIP devices. While free VoIP numbers like Google Voice exist, their features are limited.

WhichVoip has put together an article that compares numerous VoIP providers, click here to learn more!

VoIP Number FAQs

Q. How can you identify a VoIP number?

Identifying whether a phone number is a VoIP number may not always be immediate, but there are several steps you can take during or after a call to find out. Conducting a simple reverse phone number lookup can reveal if the call originated from a VoIP number, or you can search for the name displayed on your caller ID. Additionally, observing the available features during the call can provide clues. If you are abruptly disconnected without the opportunity to leave a message or interact with the call menu, or if advanced features are absent, it is probable that you are dealing with a landline number.

Q. Is it possible to send text messages to a VoIP phone number?

Absolutely! Texting to a VoIP phone number is indeed possible, provided that the VoIP provider supports SMS and MMS texting functionalities. Most VoIP services offer two-way texting as a standard feature, allowing you to send and receive text messages seamlessly. You can access the texting feature through the desktop or laptop softphone interface as well as the dedicated mobile application. Stay connected and communicate conveniently with text messaging on your VoIP phone number.

Q. What occurs when you dial a VoIP number?

Placing a call to a VoIP number resembles calling a traditional landline, but with added benefits such as enhanced features, superior voice quality, and increased convenience. When you dial a VoIP number, you might encounter an automated IVR message or an auto attendant recording. Alternatively, you may simply hear the phone ringing as usual. Depending on the setup, you might have the opportunity to interact with a live agent or engage with a voicebot for assistance. Enjoy seamless communication and explore the possibilities when calling a VoIP number.

About WhichVoIP

Since 2009, WhichVoIP.co.za has helped thousands of South African businesses to make better buying decisions for phone systems, VoIP, and connectivity. During this time, we’ve facilitated the connection of 45 000+ users through our network of 500+ telecom providers in our directory.

If you need a quote on a telephone system, VoIP, or other business communication solutions, click here to get one in a flash.

About WhichVoIP.co.za

Since 2009, WhichVoIP.co.za has helped thousands of South African business to make better buying decisions for phone systems, VoIP and Fibre and Wireless internet connectivity. In this time, we’ve facilitated the connection of 50,000+ users through our network of 500+ telecoms providers.

If you need a quote on a telephone system, VoIP, or other business communication solutions, click here to get one in a flash.

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