Say your business just brought on a few new team members — maybe sales or support reps — and now it’s time to set them up with their own phone numbers.
You need numbers that are set up correctly from the start, support texting, and ready to use. That means it’s time to provision phone numbers.
Not sure where to start? We’ll show you how to provision phone numbers step-by-step and answer the questions you’re likely to have.
What is phone number provisioning?
Phone number provisioning is the process of registering, activating, and configuring a business phone number so it’s ready to use. This includes assigning the number to a specific rep or team, as well as setting up features like voicemail, call routing, and business hours.
With VoIP systems like Quo, provisioning happens online. You don’t need traditional phone lines or extra hardware. Once you provision a phone number, your team can call, text, and receive business voicemails on any device with internet access.
How to provision a phone number step by step
When you choose a VoIP provider that fits your business needs, the process of provisioning a phone number typically follows a few key steps. Here’s how Quo makes it easy:
1. Create and verify your account
First things first: create a Quo account. You’ll enter your email, first name, and last name and confirm if the account is for you or a team member.
To verify you’re a real person, you’ll also need to provide a mobile number. You’ll get a verification code via text to confirm it.
2. Select a phone number type
Now you can choose a local US and Canadian phone number or a North American toll-free number, depending on what works best for your business.
Local numbers can help you establish a presence in specific cities, which helps build trust by appearing familiar. Toll-free numbers allow people in most North American countries or regions to call you for free, helping remove barriers to customers getting in touch.
You can also purchase vanity numbers (think 1-800-FLOWERS or 1-888-CONTACTS) to make your number easier to remember.
To check available phone numbers, use Quo’s phone number lookup tool.
Phone number look-up
3. Add team members
Here’s where you can invite your team to join your workspace. You can assign them their own phone number or add them to a shared phone number. Shared numbers are useful for departments like customer support or sales, where reps can split responsibility for handling calls and text messages.
Quo also gives every team member you add to your account their own phone number.
4. Buy more phone numbers
Need multiple phone numbers for your small business? You can buy more when you set up your Quo account and later as your team grows. Local and toll-free numbers cost $5 per number per month. Keep in mind, you can also port your existing phone numbers into Quo for free.
5. Configure your business phone settings
Finally, you’ll need to configure your virtual phone number’s settings. Set up business hours to adjust how you route incoming calls once your business has closed for the day. For example, have all teammates’ phones ring at the same time, use a random order, or set a custom sequence. If you need a main office number, you can set up a phone menu to allow callers to route themselves to the right rep or department.
You’ll also be able to record professional voicemail greetings that represent your company and let callers know they’ve called the right number.
How to let your team self-serve provision their own number
Some VoIP phone service providers like Quo let you claim your email domain. This means your team can join the workspace automatically using their work email, allowing them to provision phone numbers themselves.
Here’s how:
- Go to the Members section of your workspace settings to find the option to claim your email domain.
- Enter an email address that uses your team’s domain.
- Once you’ve claimed the domain, your teammates create an account using their company-provided email address. They just need to go to the signup page and click Email code.
- They’ll receive an email code they can use to sign in.
- After activation, they can select your team’s existing workspace and click Join.
- Quo will guide new teammates through the phone number provisioning process. This includes letting them get a specific phone number (if they don’t need a unique number, you can add them to an existing shared number in your workspace) and configuring settings like voicemail and working schedule.
How long does phone number provisioning take
The time it takes to provision phone numbers depends on a few factors, like your provider, the type of number you’re setting up, and whether you’re getting a new number vs porting an existing one.
With most VoIP providers, including Quo, you can provision a phone number and start using it within minutes.
Planning to message US numbers using a virtual SMS number?
You’ll also need to complete US carrier registration, ensuring you adhere to A2P 10DLC regulations. Quo guides you through this process, and in many cases, it’s approved in just 5-7 business days.
If you’re porting a US number over to Quo, the process typically takes 5-7 business days. For Canadian numbers, it usually takes 10-12 business days. Quo keeps you in the loop throughout the porting process, so you’ll know when your number is ready to use. Before submitting a porting request, we recommend completing US carrier registration.
Quo: The easiest way to provision phone numbers
Provisioning phone numbers doesn’t have to be complicated. With Quo (formerly OpenPhone), you can provision phone numbers for your team in just a few clicks, whether you’re assigning numbers to new hires, porting over existing numbers, or letting teammates set up their own.
But that’s just the start. You can also set up our AI agent, Sona, to automatically answer calls when your team is unavailable to pick up the phone. Use internal threads to tag coworkers and get their attention when a customer needs help. Quickly review AI call summaries to understand what was discussed without listening to the whole call. You’ll have access to texting automations that save you time, like snippets, auto-replies, and scheduled texts.
Try Quo free for seven days and see for yourself.
FAQs
VoIP numbers work just like regular numbers, with features like inbound and outbound calling. However, they work using the internet instead of relying on traditional telecommunications infrastructure like copper phone lines or cell towers.
Plan ahead. Know how many numbers you need, who on your team needs them, and what features you’ll need to configure for each.
The best VoIP phone for a small business is one that’s user-friendly, works across devices, and scales with your team. That’s exactly what we’ve built Quo to do — and yes, we’re a little biased.
A provisioned phone number is fully activated, assigned, and configured with the features you need, like voicemail, call routing, and business hours. A regular number is typically personal or unconfigured and isn’t connected to a phone system like VoIP or private branch exchange (PBX).
Provisioning a business phone number is typically included in the cost of your VoIP plan. With Quo (formerly OpenPhone), plans start at $15 per user per month and include one unique phone number per user.
The issue could be caused by incorrect settings, such as how you’ve set up call routing. Spotty WiFi is also a regular culprit since VoIP relies on a stable internet connection to function. With Quo (formerly OpenPhone), you can troubleshoot in the Resource Center or contact support if you need help if your number isn’t working properly.
Absolutely. With Quo (formerly OpenPhone), you can provision phone numbers for different departments, like sales or support, and customize each one with its own voicemail, auto-replies, business hours, and more. Plus, you can give specific team members access to multiple numbers.
With the right VoIP system, phone number provisioning helps ensure every call or text gets to the right place — and nothing slips through the cracks. You can:
– Start calling and texting right away: Activate a local, toll-free, or vanity number in minutes so you can start calling and texting customers without any delay.
– Stay organized as you grow: Assign numbers to departments or teammates so every call or text goes to the right place — the first time.
– Share numbers for faster replies: Let multiple team members use the same phone number to respond faster, collaborate on solving customer issues, and prevent missing important calls.
– Look more professional: Features like phone menus, phone numbers with local and toll-free area codes, custom greetings, and the ability to call from a different number to keep your work and personal communication separate keeps your brand voice consistent and polished.
