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Master Guide on Virtual Numbers: Unleash Its Full Potential

  • January 8, 2024

Virtual phone numbers are one of the most powerful inventions in the VoIP industry. It gives several advantages to businesses and consultants while expanding their business above and beyond geographical territories. DID management is a process of managing these virtual numbers in one way or another. In this blog post, we are going to discuss this captivating topic that is making its mark in the communication industry and business world.

So, without any further delays, let’s jump in and discuss this intriguing subject matter in detail.

1. Understanding Virtual Numbers

DID Management Software

A virtual phone number is a digital number as it is situated in the digital domain. Moreover, it is also popular with the name DID (Direct Inward Dialing) Number. DID service providers use a virtual phone number management solution to offer virtual numbers to businesses.

Additionally, these numbers are not associated with any physical number that is tied to a specific traditional phone line. Certainly, these are digital numbers that are used for communication. Moreover, these numbers also support additional features. For example, business professionals can route calls to any device, such as a smartphone, landline phone, or even a SIP Softphone. The virtual numbers use the power of VoIP. Therefore, these numbers facilitate smooth communication via the Internet lines.

A DID number empowers businesses to reach out to people across the globe, at any moment, via almost any internet-enabled device. Moreover, the growing appeal of these digital numbers is increasing because of its range of powerful communication features. Additionally, DID numbers are highly adaptable due to the physical number privacy.

Type of Virtual Numbers

There are five different types of virtual numbers available in the VoIP industry that your business can opt for.

Local Numbers

These are local numbers specific to a predefined country. Certainly, these numbers are associated with distinct geographical areas. Undoubtedly, the main advantage of this type of number is to create an impression of having a local presence in a specific region even if you have zero presence in that country.

Toll-free Numbers

In the USA, toll-free numbers start with 1800, 1888, and 1866. Certainly, you can also avail of these toll-free numbers from DID service providers. Generally, businesses use these numbers for customer support and service hotlines.

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International Numbers

International numbers are local telephone lines located in countries outside of your own country. Certainly, the calling costs of these numbers are higher than local numbers. Ideally, international numbers are billed based on the rates of the specific international locations. However, these numbers are necessary for several businesses.

Vanity Numbers

These numbers are distinctive telephone digits. Generally, these numbers are toll-free numbers. Interestingly, these numbers are deliberately selected to spell out a particular word, phrase, or acronym on a telephone keypad. Certainly, these numbers are easy to remember and recognize. Generally, businesses use these numbers to enhance their marketing or branding efforts. For example, 1-800-FLOWERS is a great number for a flower mart. Similarly, 1-888-PIZZA-TO-GO is an excellent number for a pizza store.

Ported Numbers

Possibly, your business already has a phone number. So, you want to keep that number as some of your customers already have it. A ported number lets you retain that number as you can get it from your VoIP service provider.

2. Features of Virtual Numbers

Certainly, you can receive a range of telephony features to enhance your communication experience.

  • Contact management
  • Interactive Voice Response (IVR)
  • Call queues
  • Automatic Call Distribution (ACD)
  • Texting (SMS)
  • Call controls
  • Voicemail to email
  • Conference calling
  • Call recording
  • Call forwarding
  • Ring groups
  • Do Not Disturb (DND) management
  • Live call monitoring
  • Added security
  • Call analytics and reporting
  • Third party integration
  • And more

Certainly, you can also get a mobile SIP dialer or PC dialer from the provider. Moreover, you may also receive a mobile app for free to use virtual numbers and related features.

If you are interested in learning more information about virtual phone numbers. It briefly shares all major aspects to give you a better understanding of DID numbers.

3. Virtual Numbers vs. Traditional Numbers

Certainly, virtual numbers outshine traditional numbers because of their amazing benefits. For example, virtual numbers provide much more flexibility, cost-effectiveness, and mobility as primary benefits. Let’s take a look at the comparison chart to get a better idea of what makes virtual numbers better than traditional numbers.


Virtual Number 

Traditional Number 

Reach and Routing 

Certainly, you can avail yourself of virtual numbers for any location without any restrictions. Moreover, you can route calls to any device. Additionally, you can also route calls to multiple devices and/or people. 

Ideally, you can get this number only if you have a physical presence in a country as you need to meet certain eligibility criteria. Moreover, there is no option to route calls to multiple devices. Certainly, you can route it to a single device that is associated with that number. 


DID management and number usage are completely easy and straightforward. Moreover, you don’t need additional infrastructure. All you need is an internet connection. 

Certainly, it requires physical phone lines and infrastructure along with the installation of phone service. Furthermore, you need expert assistance for the setup process. Ideally, technicians visit your business location 


It functions within the digital realm. Therefore, it is not constrained by a specific physical phone line or location. Moreover, it is easy to route and connect calls to any physical or digital device. 

It is assigned to a predefined physical phone line. Often, this is a fixed landline location. Therefore, all calls are routed to that landline only. 

Location Independence 

Definitely, it empowers users to select area codes depending on their preferences. Moreover, virtual numbers enable a local or global presence without any requirement of having a physical office or home. 

Certainly, traditional lines and phone numbers are available only within the same country. Moreover, you also need to have a physical office or home. 


This is a completely digital system. Therefore, it is very cost effective and cheap. Undoubtedly, from setup to infrastructure, long distance, and ongoing calls, virtual numbers are more cost effective than traditional phone numbers. 

Unquestionably, expenses related to the use of traditional phone numbers are high. Certainly, you need to pay for infrastructure, setup, and more. Furthermore, the cost per call is quite high. Additionally, long distance calls are highly expensive. 


Unquestionably, one of the major advantages of using virtual numbers is mobility. These numbers and related services are accessible from anywhere in the world without any added cost or setup. 

Traditional numbers and associated services are bound to a specific location. Therefore, they restrict mobility and accessibility. 

Technology and quality of call 

It uses VoIP/ SIP technology. Therefore, its quality completely relies on the bandwidth of the internet. 

It uses a traditional wired structure. Therefore, its quality is often consistent. 

Privacy and work-life balance 

Certainly, privacy is one of the major benefits of using virtual numbers. It ensures that the direct phone number is never revealed to anyone. Therefore, along with several advantages of privacy are available to users. Additionally, they can enjoy the work-life balance by defining call routing and forwarding rules depending on the time of the day. 

Certainly, it reveals the direct phone number of a person or company. Therefore, there is no way to mask a number or keep it private. Moreover, one cannot keep personal and professional calls different from this communication tool. 

4. Importance of Virtual Numbers

Undoubtedly, in the digital era, it is necessary to have a virtual number for your business. Let us share the major reasons that make this technology important to use.

Global Outreach

Virtual numbers empower businesses to create a local presence in any region of the world. Moreover, it facilitates connections with an international audience free from geographical constraints.

Budget Friendly

Virtual numbers often present more budget-friendly telephony features. Moreover, calling rates are very cheap, especially for international calls. Therefore, the communication cost is possible to trim down to 50% or more.

Enhanced Customer Engagement

Through virtual numbers, businesses can assign specific lines for customer service or relevant departments. Moreover, it can elevate the customer experience by ensuring streamlined call routing and enriched communication features. For example, auto attendant, IVR, and more help in impressing clients and increasing engagement.

Better Branding

Certainly, you can create a local presence in multiple regions. Moreover, incorporating professional services can help you impress your callers and business associates. As a result, you can leverage better branding and relevant benefits.

Confidentiality and Safety

Utilizing virtual numbers offers an added shield of privacy and confidentiality. Therefore, it enables businesses to keep the contact details of their employees private and confidential.

5. Stepwise Guide to Get a Virtual Number

DID Number Management

Getting a virtual number is extremely easy. Still, to help you, here is a stepwise guide to follow to get a virtual number for your business.

Step 1: Identify a DID Number Provider

There are multiple DID number providers across the globe. Definitely, you are not bound to choose the local one. Therefore, the choices are endless. Depending on several factors, you can identify the right DID service provider for you. For example, compare pricing, availability of the type of virtual number that you need, checking the reputation of the provider, etc. Depending on all these, you can choose a VoIP provider.

Step 2: Check the Availability of the Preferred Virtual Number

Certainly, you already have made up your mind about the selection of the number. For example, you want a US-based number. Moreover, you may want to port your existing local number to take advantage of the virtual number system. Therefore, it is necessary to ensure your provider has the number that you are interested in buying.

Step 3: Sign Up

Once you have selected the right provider and are assured that your provider has the number that you are looking for, you can sign up.

That is, it! You are done with the process. Certainly, getting a virtual number is as easy as it sounds. Once you buy a virtual number, you will receive a DID number. Moreover, you will receive several other services, such as a virtual phone number management solution with a GUI panel. This panel will let you define IVR, configure call forwarding rules, and use all other features. Furthermore, you can also get other solutions depending on your provider. For example, you may get a SIP Softphone from the provider.

6. Virtual Phone Number Limitations

Undoubtedly, virtual phone numbers offer numerous advantages. However, like any other technological tool, they also have certain limitations and challenges.

Here are some of the common limitations associated with virtual phone numbers:

  • It is completely dependent on the internet connection and bandwidth of the internet
  • It has to deal with all VoIP related concerns such as latency, echo, packet loss, and more.
  • It does not support emergency numbers until and unless they are configured for that.
  • All telecommunication features are dependent on government legislation and regulatory compliances. Therefore, it is necessary to learn and practice these regulations. Virtual numbers might face some challenges in meeting these compliances
  • Vendor dependency is another common issue while using virtual numbers. Possibly, you have a great DID service provider. However, your experience is dependent on your provider and their vision.

Concluding Note

A virtual phone number enables voice communications over the web using VoIP technology. Moreover, modern providers offer cloud based solutions. Therefore, more elasticity and mobility are added to the users. Unlike traditional numbers that are bound to specific areas, these virtual phone numbers are assigned remotely. Moreover, they are free from geographic restrictions.

Certainly, virtual numbers are useful for any professional. For example, individuals, teams, departments, or entire branches can access all the advantages of virtual numbers from anywhere, at any time. Unlike fixed phone lines, virtual phone numbers harness the potential of VoIP software across a broad spectrum of digital devices. Therefore, this communication tool is powerful, flexible, affordable, and mobile to use. We provide the best tool for DID management. To book a free demo of our platform, contact us.