Top apps for managing virtual numbers

Starting a business often comes with the challenge of managing communication effectively. Using a personal phone number for business calls might seem convenient at first, but it can quickly become problematic. Constant calls at all hours, difficulty separating work and personal life, and the lack of professional features like voicemail, call routing, or even the ability to receive SMS online highlight the need for a better solution.

Small businesses require a phone system that works from anywhere, scales with the team, and offers features like call forwarding, voicemail-to-email, and automated responses—all without expensive hardware or long-term contracts. Virtual business phone apps solve these challenges by providing flexibility and professional tools. Below is an overview of the top virtual phone apps to help find the right fit for any business, from solopreneurs to growing startups.

1. Nextiva

Nextiva stands out as a reliable, feature-packed virtual phone system, ideal for small businesses and growing teams. It provides a local or toll-free number instantly, enabling calls within minutes of signing up.

The platform offers more than basic calling with features like call routing, voicemail-to-email, and advanced automation tools that streamline communication. With seamless integration into popular CRM systems, help desk software, and team collaboration tools, Nextiva supports unified workflows for professional communication.

Call quality is a standout feature, remaining clear even during high call volumes. Whether managing customer inquiries or team calls, Nextiva delivers smooth, professional communication. For businesses seeking a scalable, all-in-one phone system, Nextiva is a top choice.

In the fast-paced modern world, having a reliable and efficient communication system is crucial for keeping teams connected and ensuring excellent customer service. A temporary number can be a practical solution for businesses looking to manage short-term projects or handle additional communication needs without committing to permanent phone lines.

2. Zoom Phone

Zoom Phone integrates seamlessly with Zoom’s video conferencing platform, making it an excellent option for remote and hybrid teams or businesses already utilizing Zoom for meetings.

Setup is simple: choose a plan, select numbers (local, toll-free, or international), and start making calls through the familiar Zoom interface. Features like call forwarding, voicemail, and integrations with CRM tools such as Salesforce and HubSpot add convenience.

The unified Zoom Workplace setup allows effortless switching between voice calls, video meetings, and chats, providing flexibility for managing customer calls, team meetings, and remote collaboration. For businesses already relying on Zoom, integrating Zoom Phone is a natural next step.

3. Grasshopper

Grasshopper offers a professional phone number for small business owners and solo entrepreneurs without the complexity of traditional systems. Local, toll-free, or vanity numbers can be used on existing smartphones or computers via mobile and desktop apps.

Simplicity is one of Grasshopper’s key strengths. Setup takes just minutes with no additional hardware required. Despite its ease of use, it includes features like call forwarding, voicemail transcription, and an auto-attendant to greet and direct callers professionally.

For entrepreneurs handling multiple roles, Grasshopper provides an easy way to separate personal and business calls. It’s a straightforward and hassle-free phone solution for those who need simplicity.

4. Ooma Office

Ooma Office combines cloud functionality with physical desk phone support, making it ideal for businesses that want modern features while still relying on traditional office phones.

Setup is quick and easy, with the ability to port an existing number or get a new one, including a free toll-free number. Calls can be made through mobile and desktop apps or Ooma desk phones for teams that prefer a traditional setup.

One standout feature is Caller Info Match, which pulls customer details from LinkedIn or Google before answering the phone. Features like customizable hold music add a professional touch, making Ooma a versatile option.

For businesses needing a hybrid system that blends cloud-based flexibility with in-office hardware, Ooma Office delivers the best of both worlds.

Comparison Table: Virtual Phone Apps

What to Look for in a Virtual Phone App:

1. Local, toll-free, or international number options;
2. Call forwarding and call routing features;
3. Voicemail-to-email transcription;
4. Mobile and desktop compatibility;
5. CRM integrations for client tracking;
6. Auto-attendant or IVR for professional greetings;
7. SMS capabilities for text communication;
8. Affordable, scalable pricing plans;
9. Call analytics and reporting tools;
10. Minimal or no hardware requirements.