Ever notice how customers always call the second you sit down to enjoy your coffee? One minute, you’re holding a warm latte, and the next, you’re stuck dealing with missed calls, voicemails, and expensive phone bills.
If you run a small business or manage a busy support team, you know the frustration of juggling calls with outdated phone systems. Keeping track of conversations is a headache, and being tied to a desk feels like a waste of time.
That’s where virtual calls come in. They let you make and receive business calls over the internet — no clunky hardware, no complicated setup. In this guide, we’ll break down how they work, why they’re a game-changer, and how to choose the best provider for your business.
Now, take that sip — we’ve got the rest covered…
How do virtual phone calls work?
Virtual calls might sound high-tech, but they’re actually pretty simple. Instead of using a landline or cell carrier, they rely on Voice over Internet Protocol (VoIP) technology to make calls over the internet.
Here’s how it works:
- Your voice is converted into data. When you speak into your phone, VoIP technology turns your voice into tiny data packets.
- Those packets travel over the internet. Just like sending an email, your voice packets move through the internet to reach the other person.
- The data is reassembled. The packets are put back together on the receiving end so the other person hears your voice on the other end of the phone.
This means you’re not tied to clunky desk phones or expensive hardware PBX (Private Branch Exchange) systems, but you will need a virtual phone number to make a virtual call. With a VoIP phone system like OpenPhone, you can choose from toll-free, local US, and Canadian numbers.
💡If you want to learn more about the difference, check out our guide on VoIP vs. landlines.
6 benefits of using virtual calls to contact customers
Traditional phone systems are known for racking up expensive bills and keeping you tied to a desk. Virtual calls make it easier to keep up with customers without these headaches.
1. Work from anywhere
Because virtual phone numbers aren’t tied to a specific location or device, you can make and receive business calls from anywhere. As long as you have an internet connection — whether you’re at the office, working remotely, or traveling — your business is always within reach.
2. Maintain a good work-life balance
If you’re still using a personal phone for work, you know the headaches that come with it: blurry work-life boundaries, reduced privacy, and constant disorganization. A business phone number app like OpenPhone lets you download a mobile app on your cell phone to use as a separate work number. You can set business hours to silence work calls during your time off, ensuring you maintain a good work-life balance.
3. Integrate with the tools you already use
Some VoIP phone systems can connect with third-party apps, letting you automate your workflows and keep customer communication organized. For example, OpenPhone’s VoIP integrations like HubSpot and Salesforce automatically log all virtual call activity in your CRM, helping you save time from doing admin work.
4. Easier to work as a team to solve customer problems
With a virtual phone system, multiple team members can make and receive virtual calls from the same phone number, making it easier to work together to solve customer issues. No more missed calls or scattered conversations; everyone stays in the loop, and customers get answers faster.
5. Flexible pricing that scales with your business
Growing a business isn’t always predictable. One month, you’re hiring like crazy, and the next, you’re tightening the budget. A VoIP provider like OpenPhone scales with you, letting you add or remove users and phone numbers as needed without getting stuck in a pricey contract.
6. Automate texts to save time
A virtual phone number doesn’t just let you make virtual calls — it also supports VoIP texting. With features like auto-replies, pre-saved text messages (we call them snippets), and scheduled messages, you can respond to customers faster while staying TCPA compliant.
6 best virtual phone systems to make a virtual call
Whether you’re switching to VoIP or upgrading your setup, the right provider makes it easy to make and receive virtual calls with customers. Here’s a breakdown of the best virtual phone services on the market to help you choose the right one for your business.
1. OpenPhone: Best for small and growing businesses
Pricing: OpenPhone’s pricing starts at $15 per user per month.
OpenPhone is a modern VoIP phone system designed for small and growing businesses. When you sign up, you can choose a local or toll-free number and start making virtual calls from anywhere, on any device, with an internet connection.
What sets OpenPhone apart is how easy it makes team collaboration. For example, it offers shared phone numbers that let multiple team members make virtual calls and texts from the same number, preventing calls from slipping through the cracks. Need to automatically route calls? OpenPhone lets you set up phone menus so customers always reach the right person or department.
Do you need to review customer conversations after they’ve ended? OpenPhone lets you automatically record calls so you can listen to them when it’s convenient. Plus, AI transcriptions and summaries help you easily find topics that were discussed by searching through the text.
See why OpenPhone is one of the best phone cloud systems in the market.
How to make a virtual phone call on your cell phone with OpenPhone
- Create an OpenPhone account. Then you can choose a toll-free or local number for your business.
- After you complete the sign-up process, download the mobile app on your phone.
- Open the OpenPhone app, tap the Keypad icon, and type in the number you want to reach. Alternatively, you can open a customer conversation and tap the Call icon in the top right-hand corner.
2. RingCentral: Best for desk phone rentals
Pricing: RingCentral’s pricing starts at $20 per user per month.
Established in 1999, RingCentral is a veteran in the cloud communications space. You’ll get features like phone menus, shared voicemail, and the option to rent traditional desk phones if your office still uses them.
Want unlimited call recording storage? You’ll need to upgrade to the most expensive tier, which costs $35 per user per month. Plus, if you want to use vanity numbers, you have to pay a $30 one-time set-up fee. RingCentral also only lets you send 25 texts per user per month on the base plan, which might not be enough for your business.
3. CallHippo: Best for call centers
Pricing: CallHippo’s pricing starts at $18 per user per month.
CallHippo provides two virtual phone services: a call center solution and an office phone system. While its office phone system provides unlimited calling minutes to the US and Canada, it excludes special and premium numbers.
Keep in mind you’ll be limited to 100 SMS messages per user per month on the base plan. Plus, call recording and call blocking features are only available if you upgrade.
4. Nextiva: Best for teams that use Microsoft products
Pricing: Nextiva’s pricing starts at $20 per user per month.
Nextiva is geared toward omnichannel communication, meaning it bundles together voice, text, video, social media messaging, and team chat. While it offers a Microsoft Teams integration, you’ll need to upgrade your plan to access it.
Plus, if you want to make virtual calls and texts, you’ll need to upgrade to the Core plan, which costs $30 per user per month. You can only use toll-free phone numbers on the Engage plan, which is even more expensive at $40 per user per month.
5. 8×8: Best for omnichannel service
Pricing: 8×8’s pricing isn’t listed publicly and requires a custom quote.
8×8 is a business communications platform that lets you mix and match their offerings to build a custom plan. Its unified communications plan lets you make unlimited virtual calls, SMS, and fax to 48 countries, which is a plus if you manage an international team or have a global customer base. The contact center plan supports omnichannel routing so you can connect customers to the right rep or department from different channels. Plus, it offers secure payment processing so you can take customer payments online.
6. Dialpad: Best for larger enterprises
Pricing: Dialpad’s pricing starts at $15 per user per month.
Founded in 2011, Dialpad has built a reputation as a good VoIP option for larger organizations. The base plan includes multi-level auto-attendants, which can route calls to reps based on skill or availability. If you’re outside the US or Canada, you get unlimited calling within your own country.
That said, Dialpad has a few downsides. MMS messaging isn’t supported on toll-free numbers, and if you need more than one phone number for your team, you’ll need to upgrade your plan. For smaller businesses on a tight budget, these added costs might outweigh the benefits.
OpenPhone: The best way to make a virtual call
OpenPhone gives you everything your business needs to stay connected, from free virtual calls in the US and Canada to call routing, shared numbers, and CRM integrations, all in one easy-to-use platform.
Whether you’re running a small business or managing a growing team, OpenPhone makes virtual calls easy. No clunky hardware or expensive contracts, just one of the best cloud phone systems that works wherever you go.
Try OpenPhone free today and see how easy it is to stay connected. Start your free trial now.
FAQs
A virtual call uses Voice over Internet Protocol (VoIP) technology instead of traditional copper wires to transmit your voice. You’ll simply need a VoIP provider like OpenPhone to buy a virtual phone number, and then you can make and receive calls from anywhere with a WiFi connection.
They’re cost-effective and easier to manage than traditional phone lines. You’ll also get access to features like call routing, SMS automations, and CRM integrations that help teams work more efficiently.
A virtual phone system runs on VoIP technology, allowing you to make and receive calls through the internet. It’s typically software-based, so there’s no need for hardware investments.
A virtual phone number is one you can use with an internet-based phone service instead of a physical phone line. It keeps your personal number private and lets you call or text from multiple devices without being tied to a landline.
Pricing depends on your service provider and the features you need. Many offer tiered plans, so you can choose a setup that fits your budget, usually at a fraction of the cost of a traditional call system. OpenPhone’s prices start at $15 per user per month, and additional virtual numbers only cost $5 per month.
Some providers, like OpenPhone, offer a free trial that lets you test unlimited calling in certain regions, like the US and Canada.
Landlines rely on physical wiring, while virtual phone systems run on the internet. With a virtual setup, you can call from anywhere, use modern features like call recording and texting automations, and easily adjust your setup as your business changes.
