How to Set Up a Business Phone Number
How do I get a professional business phone number for my company?
Overview
Getting a dedicated business phone number is one of the first steps to looking professional. The good news: it takes about 10 minutes with most VoIP providers, and you can pick a local, toll-free, or vanity number.
This guide walks you through the process — from choosing the right type of number to actually making your first call.
Step-by-Step Instructions
Decide what type of number you need
You have three main options:
**Local number** — A number with your city's area code. Best for local businesses that want to appear established in the community. Usually included free with your plan.
**Toll-free number** (800, 888, 877, etc.) — Customers call for free. Best for businesses with national reach or heavy inbound call volume. Typically $5-15/month extra.
**Vanity number** — A memorable number like 1-800-FLOWERS. Great for marketing, but harder to find and usually costs more.
Most small businesses start with a local number and add toll-free later if needed.
- •If you serve multiple cities, you can usually get additional local numbers for $3-5/month each
- •Toll-free numbers work for faxes too
Sign up for a VoIP provider
If you haven't already picked a provider, now's the time. For just getting a business number, you don't need fancy features — focus on:
- **Price per line** (ranges from $15-40/month)
- **Number availability** in your area
- **Mobile app quality** (you'll probably take calls on your phone)
Most providers offer a free trial. Sign up, and you can test your new number before committing.
- •RingCentral, Nextiva, and Grasshopper all let you pick your number during signup
- •Some providers (like Google Voice) offer free numbers with limited features
Choose your number
During signup (or in your dashboard after), you'll search for available numbers. Here's how to find a good one:
1. Enter your preferred area code
2. Browse available numbers — most providers show 10-20 options
3. Look for patterns that are easy to remember (repeated digits, sequential numbers)
4. If you want a specific number, use the search/filter function
**Pro tip:** Write down 3-4 backup area codes before you start. Popular areas often have limited availability.
- •Numbers ending in 0 or repeating digits (like 555-1200) tend to be more memorable
- •You can often search by the last 4 digits if you want something specific
Configure your basic settings
Once you have your number, set up the essentials:
**Voicemail greeting** — Record something professional. "Hi, you've reached [Business Name]. Please leave a message and we'll call you back within one business day."
**Business hours** — Set when calls should go to voicemail vs. ring your phone.
**Caller ID** — Make sure outbound calls show your new business number, not your personal cell.
These settings are usually under "Phone Settings" or "Number Settings" in your dashboard.
- •Write out your voicemail script before recording — winging it usually sounds awkward
- •Set up voicemail-to-email so you never miss a message
Download the mobile app and test
Every major VoIP provider has a mobile app. Download it and:
1. Sign in with your account
2. Make a test call to your personal phone
3. Have someone call your new business number
4. Check that voicemail works
Your business number now works on your cell phone without giving out your personal number. Calls and texts to your business line stay separate from personal ones.
- •Enable notifications so you don't miss business calls
- •Most apps let you set "Do Not Disturb" schedules for after-hours
Common Issues & Solutions
The area code I want isn't available
Try neighboring area codes, or consider a toll-free number instead. You can also check back in a few days — numbers get released regularly.
Calls aren't ringing on my phone
Check that the mobile app has notification permissions enabled. Also verify your forwarding settings in the web dashboard.
My caller ID shows the wrong number
Go to Settings > Caller ID and select your new business number as the default for outbound calls.
Frequently Asked Questions
Can I keep my existing business number if I switch providers?
Yes, this is called "number porting." Most providers handle this for free, though it takes 1-2 weeks to complete. See our guide on porting numbers.
Do I need a separate phone for my business number?
No. VoIP business numbers work through an app on your existing smartphone. Calls and texts stay separate from your personal line.
Can multiple people answer the same business number?
Yes. You can set up "ring groups" so calls ring multiple phones simultaneously or in sequence. This usually requires a plan with multiple users.
Need More Help?
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