// buyer’s guide
How to choose a virtual phone system for a UK small business
The right business phone system should make it easy for customers to reach you and for the right person to answer. Start with the number and call route you need today, then choose only the team features your business will actually use.
// the short answer
For most UK sole traders and small teams, a virtual phone system is the simplest way to run a professional business number without installing a PBX or buying handsets. Choose a number type, decide where calls should ring, add voicemail or a receptionist when needed, and keep your existing number by porting it. A full VoIP system is better when every user needs an extension, desk-phone calling and a larger internal phone setup.
Last reviewed October 2026
No PBX by default
A virtual number can ring the mobiles and phones your team already uses, so there is no box to install or handset estate to replace.
Start with the call route
Choose one person, a ring group, a hunt group or a receptionist menu before adding more features.
Keep costs visible
Check the monthly package, included minutes, forwarding rates and any extras such as transcription before you commit.
Keep the number
A new number can be active in minutes; an existing UK business number can normally be ported later.
// selection checklist
The 4 decisions that matter most
Features are useful only when they solve a real call-handling problem. Use these questions to narrow the options before comparing plans.
What should customers call?
A local 01/02 number suits a local presence, 07 suits a mobile-first business, 0800 removes caller cost, and 03 gives a UK-wide identity.
Who needs to answer?
Send calls to one mobile, several people at once or in order. Add opening-hours rules so out-of-hours calls do not interrupt the team.
What happens when nobody answers?
Use voicemail-to-email for a simple fallback, or a virtual receptionist when callers need a menu for Sales, Support or Accounts.
Do you need a full phone system?
Choose a full VoIP or PBX platform only if you need individual extensions, desk-phone-first working or a larger internal calling setup.
Virtual phone system vs a full VoIP PBX
| Virtual phone system | Full VoIP / PBX | |
|---|---|---|
| Setup | Choose a number and forwarding route online | Configure extensions, users and usually devices |
| Where calls ring | Existing mobiles, landlines, app or selected desk phones | Usually per-user extensions, apps and desk phones |
| Best for | Sole traders and small teams handling inbound business calls | Teams that need an internal multi-extension phone estate |
| Core features | Routing, schedules, voicemail, recording and receptionist menus | Those features plus more internal calling controls |
| Cost shape | Number package plus usage-based forwarding | Often per-user licences, devices and implementation |
LineHQ is designed for UK businesses that mainly need a reliable customer-facing number and flexible inbound call handling, rather than a replacement office PBX for every employee.
Frequently asked questions
What features should I look for in a virtual business phone service?
Start with a UK number type, flexible call forwarding, opening-hours rules and a fallback for missed calls. Small teams usually also benefit from ring groups, voicemail-to-email, optional call recording and a receptionist menu. Check exactly how minutes and optional features are charged, rather than paying for a large feature list you will not use.
How much does a virtual phone system cost for a startup?
The cost depends on the number type, plan and how many minutes you forward. LineHQ starts at £4.99 a month with no contract; you add prepaid calling credit and pay for forwarding minutes as they are used. This avoids a physical line rental, engineer visit and a per-seat handset commitment for a small setup.
Can I get a business phone number without installing office phone lines?
Yes. A virtual business number is not tied to a physical office line. It can ring the mobile, landline, app or compatible desk phone you already use, with all routing managed online.
Can I keep my existing business number?
Usually, yes. Most UK geographic, 0800 and 03 business numbers can be ported to LineHQ while the existing service stays active until the changeover. Check the number and current provider before starting a port.
When should I choose a full VoIP system instead?
A full VoIP system is the better fit when every user needs their own extension, most calls are made internally or outbound from desk phones, or you need a larger PBX-style configuration. For a business that primarily wants one public number to ring the right person, a virtual phone system is usually simpler.
Ready when you are
Set up a professional UK line in minutes. From £4.99/mo, no contract, cancel anytime.