Communication is the backbone of any successful business. Whether you’re running a startup, an eCommerce brand, or a service-based business, having a professional and reliable phone system can make a huge difference in how customers perceive and interact with your brand.
A virtual phone system like Talkroute provides all the benefits of a traditional business phone setup—without the expensive hardware or limitations. It helps organize calls, route them efficiently, and ensure you never miss an important customer interaction.
In this guide, we’ll break down why your business needs a virtual phone system, the key benefits, and how to set up Talkroute to streamline your communication and boost sales.
What Is a Virtual Phone System?
A virtual phone system allows businesses to make and receive calls using the Internet instead of traditional landlines. Unlike a personal phone, a virtual system lets you:
✔ Get a business phone number separate from your personal number.
✔ Use call routing to direct calls to the right team member.
✔ Answer calls from anywhere via a mobile app.
✔ Add multiple extensions and numbers as your business grows.
This is essential for businesses that want to stay professional, organized, and scalable while keeping costs low.
6 Key Benefits of a Virtual Phone System
1. Professional Call Management
First impressions matter. A virtual phone system makes your business sound professional by allowing you to:
✔ Set up custom greetings for callers.
✔ Answer calls from a business number, even on your personal phone.
✔ Manage calls efficiently with a virtual receptionist or automated menu.
This ensures customers take your business seriously, boosting credibility and trust.
2. Organized Call Routing
A major problem with using a personal phone for business is that all calls go to the same number. A virtual phone system solves this with smart call routing.
✔ Direct calls to specific team members or departments.
✔ Set up business hours, so calls go to voicemail after hours.
✔ Use ring groups so multiple team members can answer calls.
Example: If a customer calls about billing, you can automatically route the call to your accounting team instead of taking unnecessary steps.
3. Improved Efficiency & No Missed Calls
Missed calls = missed opportunities. A virtual phone system ensures all important calls get answered or followed up on.
✔ Automatically route calls when someone is unavailable.
✔ Get instant voicemail notifications so you never miss a lead.
✔ Forward calls to different devices so you can answer on the go.
For small businesses and solopreneurs, this means no more juggling calls manually—your system handles it for you.
4. Scalability as Your Business Grows
One of the best things about a virtual phone system is that it grows with your business.
✔ Add multiple business numbers (local, toll-free, or international).
✔ Set up unlimited extensions for different departments or employees.
✔ Easily switch between remote and in-office teams without changing phone setups.
Example: If you expand from a one-person operation to a team, you can simply add new numbers and extensions—no need to overhaul your communication system.
5. Seamless Integration with Business Tools
A great virtual phone system connects with CRM platforms, email tools, and automation software to streamline workflows.
✔ Sync with CRM systems like HubSpot and Salesforce to log customer calls.
✔ Use Zapier integrations to automate tasks like follow-up emails.
✔ Send text messages and voicemails from your business number.
Example: If a lead calls your business, their details can automatically be added to your CRM, making follow-ups seamless.
6. Cost-Effectiveness & No Hardware Costs
Traditional phone systems can cost hundreds or even thousands to set up and maintain. Virtual phone systems cut those costs dramatically.
✔ No need for landlines, desk phones, or physical infrastructure.
✔ Simple monthly pricing with no hidden fees.
✔ Available on desktop, mobile, or tablet—use your existing devices.
For startups and small businesses, this means better call management without breaking the bank.
Watch our video below for a step-by-step visual walkthrough with Talkroute.
How to Set Up Talkroute: Step-by-Step Tutorial
One of the best virtual phone systems available today is Talkroute. It’s designed for small businesses, freelancers, and growing teams that need an affordable and flexible phone system.
1. Sign Up & Choose a Business Number
- Visit Talkroute’s website and sign up for an account.
Starting from $19/month
20% off for 12 months
Key Features
Virtual phone system for businesses with call forwarding
Supports calls, texts, and voicemail on any device
Customizable greetings and call routing options
Why We Recommend It
TalkRoute helps businesses stay connected by turning any phone into a professional business line. It’s great for managing calls, texts, and voicemails without needing extra hardware.
Pros & Cons
- Easy setup with no new equipment needed
- Works on mobile, desktop, and landlines
- Customizable call routing and greetings
- Limited advanced features on lower-tier plans
- International calling may have extra costs
- Pick a local, toll-free, or vanity number that fits your brand.
2. Explore the Talkroute Dashboard
Once logged in, you can:
✔ Make and receive calls.
✔ Send business text messages.
✔ View call history and voicemails.
You can download the Talkroute mobile app to manage calls from anywhere.
3. Set Up Call Routing & Extensions
- Customize how calls are routed (e.g., sales calls go to one number, support calls to another).
- Set up business hours, so calls are only received during working hours.
- Add extensions for different departments or employees.
4. Add Team Members & Additional Numbers
If you have a team, you can:
✔ Assign different extensions to different employees.
✔ Add multiple business phone numbers for different locations.
✔ Enable team-based call forwarding for better coverage.
5. Integrate with Other Business Tools
- Use Zapier to connect Talkroute with CRMs like HubSpot.
- Automate call logging and lead tracking.
- Sync with Google Workspace for business emails and contacts.
6. Track Call Data & Performance
- View all reports to see trends in customer interactions.
- Analyze missed calls and voicemail rates to improve responsiveness.
- Optimize call handling for better customer experience.
Final Thoughts: Why Your Business Needs a Virtual Phone System
If you’re still relying on personal phones, disorganized call handling, or outdated phone systems, it’s time to upgrade.
A virtual phone system like Talkroute provides:
✔ Professional call management for better customer interactions.
✔ Organized call routing to improve efficiency.
✔ Scalability as your business grows.
✔ Cost savings by eliminating the need for expensive hardware.
If you’re serious about boosting sales, staying professional, and managing calls effortlessly, a virtual phone system is a must-have tool.
