How to Set Up a Virtual
Business Phone Number
Setting up a virtual business phone number might sound technical, but the process is actually easy. When you sign up for Northwest Phone Service, you can choose your number and start connecting to clients almost immediately.
In this guide, we’ll walk you through each simple step of setting up your business phone number and briefly cover how to use the Corporate Phone App. We’ll also highlight key features, so you can make calls, send texts, and manage your business line with confidence.
Sign Up for Phone Service
Whether you’re a brand-new client or already have an account with us, the first step is signing up for our VoIP (Voice over Internet Protocol) phone service. Our phone service is only $9 per month per line—an affordable way to build your professional business identity.
- New clients: To get started, click the blue “Hire Us” tab in the top right-hand corner of any Northwest Registered Agent web page. You’ll see a menu of options—select “Phone Service” and click the blue “Continue” tab.
- Existing Clients: If you want to add phone service to an existing account, simply login, click the “Hire Us” tab, and select “Phone Service” from the menu.
Set Up Your Business Number
Now that you’ve started the sign-up process for Northwest Phone Service, it’s time to set up your new virtual business number. Follow these simple steps:
- Select an area code. Under Order Information, you’ll see a drop-down menu. Scroll to the state you want your number to appear from, and select one of the available area codes. (Note: Not all area codes are available at all times.)
- Pick your phone number. A list of numbers will appear for the area code you selected. Choose one from the list, or click the blue “REFRESH NUMBERS” tab to see more options. Once you’ve made your choice, click “Continue”.
- Complete your account setup. Fill in the requested information on the Northwest Registered Agent account page, then click “Continue”.
- Enter your payment information. Review the Terms of Service, enter your payment details, and submit your order.
That’s it! Your new virtual business phone number is now active.
Download the Corporate Phone App
Your new business number is ready to be used, but first you need to a way to make and receive calls and texts. To do that, you’ll need to download the Corporate Phone App, which is where you’ll make and receive and calls and texts from your business number.
Downloading the App
After activating phone service and configuring your number, you’ll be taken to your online account. From there, you can:
- Scan the QR code to download the Corporate Phone App to your device.
- Sign in with the same email address and password that you used during sign-up—keeping your credentials simple and consistent.
Initial Actions After Downloading
Once the app is installed, you’ll be guided through a few quick steps to make sure everything is working properly. Before exiting the app, be sure to:
- Enable the microphone so you can make and receive calls.
- Acknowledge the 911 disclaimer, which explains that emergency calling is not supported in the app at this time.
- Read the Terms of Service to stay informed about using the app.
- Scroll through the “What’s New” pop-up to see to the latest updates and fixes.
Customizing Your Virtual Business Phone Features
While this guide focuses on getting your new number set up, it’s helpful to know about some of the key features your virtual business phone offers. You can access these settings directly from the Corporate Phone App, but for a clear overview, we recommend starting in your online portal.
Phone Settings
Here you can customize your phone’s basic identity and professional presence.
- Phone Name: Your line will have an assigned default name, but you can rename it to whatever makes sense for your business. Don’t forget to click “Save” after making changes.
- Attachment Retention Period: This controls how long photos and videos stay in the app before automatic deletion as a way to manage storage. Choose from three available time frames in the drop-down menu. If you need to keep media longer than the allotted time, we recommend saving it to your personal phone.
Call Forwarding
Forward incoming calls to another number with ease.
- Toggle the “Call Forwarding” option and enter the number where you want calls to be routed. This is perfect for staying connected on the go or routing calls to a team member.
Voicemail Settings
Your voicemail can be customized to fit your business needs.
- Greeting Type: Choose from Default, Beep, or Custom greetings to suit your professional needs.
- Voicemail Retention Period: Decide how long voicemails are stored in the system before being deleted. Options appear in a drop-down menu, similar to the attachment retention settings.
Caller ID
Your Caller ID is where you establish your professional identity on outgoing calls.
- Display Name: Select the name that you want to appear on someone else’s phone. You can use your LLC name or another business identifier—instead of your personal information—to reinforce your business presence.
Benefits of Your Virtual Business Phone
Your virtual business phone number makes managing business communications simple and streamlined. With your new number and Corporate Phone App, you can communicate confidently with clients, partners, and team members—all while looking professional.
By using your virtual business phone, you can:
- Make and receive calls or texts from anywhere using the Corporate Phone App
- Customize your settings to fit your business needs
- Protect your information by keeping your personal and business calls separate
- Reinforce your professional identity with customized settings
- Save money compared to adding a mobile line
Get started today with your virtual business phone number and see how easy it is to manage all your business communications in one place.
Frequently Asked Questions:
Nope! You can use your current device to operate your virtual business number. Simply sign up for phone service and download the Corporate Phone App—no extra hardware required.
When someone calls your virtual number, your phone will ring just like a regular call, and you can answer it directly—no need to open the app. For outgoing calls, however, you will need to use the Corporate Phone App.
Attachment retention determines how long photos and videos are stored in the app before automatic deletion. Voicemail retention sets how long voicemail messages remain in the system before being deleted. You can adjust both settings in your app or online account.
Yes! One virtual business number can be shared across multiple devices by downloading the Corporate Phone App. This makes it easy for team members or remote employees to make and receive calls and texts from the same business line.
Absolutely. The app’s call forwarding feature lets you redirect incoming calls to any number you choose—perfect for staying connected on the go or routing calls to a team member.