Top Benefits of Using a Virtual WhatsApp Number for Your Business

WhatsApp’s effectiveness as a customer communication tool is no longer in question. Brands across industries are increasingly using the world’s most used messenger with well over 2 billion subscribers to communicate with their customers, whether it is to share promotional messages, send important order-related updates, or even offer customer support. And they are increasingly using virtual WhatsApp numbers for this.

What is a WhatsApp Virtual Number?

A WhatsApp virtual number is a phone number that isn’t directly tied to a physical SIM card but can still be used for all standard communication purposes, including the use of WhatsApp. Businesses often opt for virtual numbers because they offer them the flexibility of being operated from any device with internet connectivity, not just a phone. These numbers can be used to send as well as receive messages. These numbers are cloud based and not tied to any particular cellular network.

Benefits of Using a WhatsApp Virtual Number for Businesses

Using a virtual WhatsApp number is highly advantageous for businesses for a number of reasons:

Multi-Device Accessibility

One of the top advantages of a WhatsApp virtual number is that this feature allows multiple team members to access and respond to incoming customer queries simultaneously from various devices, be it smartphones, tablets, or computers. This number is not tied to just one device. As a result, customer support teams can address customer queries promptly and efficiently, without being tethered to a single device or location. This flexibility not only improves response times but also facilitates a collaborative team environment where responsibilities for customer engagement are shared seamlessly. This improves overall support team efficiency. Moreover, updates and messages synchronize in real-time across all connected devices, ensuring that every team member is on the same page, which is essential for providing cohesive and informed customer support.

Greater Privacy

Using a virtual WhatsApp number bolsters privacy for businesses through the concept of number masking. This practice involves using a virtual number that acts as a buffer between the customer and the personal contact details of the business’s employees. By doing so, personal phone numbers remain private and are not exposed during interactions, safeguarding employee privacy and reducing the risk of unwanted direct contact or data breaches. Furthermore, number masking contributes to a professional business environment, ensuring that all communications are routed through controlled, secure channels. This setup not only protects the company’s information but also enhances trust with customers, who can interact knowing that their communication is handled securely and professionally.

Improved Cross-Device Synchronization

Utilizing a virtual WhatsApp number for customer communication significantly enhances cross-device synchronization, ensuring that every interaction with a customer is updated in real time across all connected devices. This seamless synchronization is vital for maintaining consistency in customer communications, as it allows multiple team members to view and manage conversations from any location, whether they are using desktops, laptops, or mobile devices. Such synchronization ensures that no messages are overlooked and that every team member has the most current information, which is crucial for delivering accurate and timely responses. This capability is particularly beneficial in dynamic environments where quick and coordinated responses are essential to customer satisfaction and retention.

Scalability

As businesses expand, their communication needs increase and diversify. Virtual numbers can easily accommodate this growth because they can be rapidly scaled up without the logistical and financial burdens associated with traditional phone systems, such as acquiring additional physical SIM cards or hardware. Brands can effortlessly add more lines or integrate additional services as they enter new markets or increase their customer base. This scalability ensures that businesses can continue to provide excellent customer service without interruption or degradation in quality, no matter how fast the company grows or how diverse its needs become.

Professionalism

Having a virtual WhatsApp number for customer communication significantly elevates a brand’s professionalism. By providing a dedicated line for business interactions, companies distinguish their professional communications from personal exchanges, sending a clear message of organization and reliability to customers. This separation not only enhances the brand’s image but also instils confidence in customers, who perceive the business as more credible and established. Furthermore, a virtual number allows businesses to customize their contact information, such as opting for a local area code to appear more accessible or choosing a number that is easy to remember. This level of customization and control creates a sense of trust that helps brands to attract and retain customers.

Better Customer Support

Implementing a virtual WhatsApp number for customer communication dramatically improves customer support for brands by enabling a more efficient and responsive service. This technology allows for the integration of advanced features like automated greetings and responses as well as deployment of AI-driven chatbots, which can handle routine inquiries instantly, freeing up human agents to tackle more complex issues. This allows businesses to operate smoothly with limited staff. Also, the fact that team members can access and respond to messages from anywhere, at any time ensures that no query goes unanswered, increasing customer satisfaction and loyalty.

Cost-Effectiveness

Adopting a virtual WhatsApp number is typically more cost-effective for brands when compared to traditional telecommunication methods. This cost efficiency stems primarily from the elimination of physical infrastructure and the associated maintenance costs. Virtual numbers operate over the internet, reducing the need for expensive hardware setups and minimizing operational costs related to phone lines and international calling charges. Moreover, the scalability of virtual numbers allows businesses to adjust their communication resources according to demand, avoiding the overhead of unused services. This flexibility not only optimizes costs but also allows companies to invest more strategically in other areas of customer service and business development, enhancing overall profitability.

Integration with Other Business Tools

WhatsApp virtual numbers can integrate with various CRM (Customer Relationship Management) systems and other business tools. This integration allows for better customer data management, analytics, and personalized communication, leading to improved customer service and business growth.

Not Tied to Physical Location

With a virtual number, even a small business can reach new markets, even overseas ones, without the need for physical hardware or expensive traditional phone systems, reducing overhead costs. They can choose numbers with specific area codes relevant to their target markets, facilitating local engagement. They also cut down on international calling fees, which is beneficial for businesses with global clients.

How Do Brands Obtain a WhatsApp Virtual Number?

A brand can procure such virtual numbers from third-party providers that offer VoIP (Voice over Internet Protocol) services. Businesses can purchase or even rent these numbers and use them to manage communications via the WhatsApp’s Business API channel. Obtaining a virtual number for WhatsApp involves selecting a service provider that offers VoIP numbers capable of registering with WhatsApp. Many providers specialize in services for businesses, including features like number management through a web portal, integration capabilities with other business tools, and more. The process generally involves:

Choosing a Provider

Businesses must select a reliable VoIP service provider that supports WhatsApp and complies with all rules and regulations.

Selecting a Number

Providers usually offer a choice between local, national, or international numbers on their websites or apps. Businesses must provide their names, official email ID and payment information. They must specify the country for which they want the number and then choose their preferred number from the list of available numbers.

Registration and Setup

After acquiring the number, the business must register it with WhatsApp, either on the WhatsApp Business app or through the WhatsApp API for larger operations.

Integration and Testing

Finally, integrating they need to integrate this number with existing business systems and conduct thorough testing to ensure everything functions as expected.

Closing Thoughts

The adoption of WhatsApp virtual numbers can significantly impact the operational efficiency and customer interaction strategies of businesses. By leveraging the power of virtual numbers, companies can enhance privacy, increase accessibility, and provide superior customer service, all while maintaining a high level of professionalism. As businesses continue to navigate a digital-first world, tools like WhatsApp virtual numbers will be crucial in maintaining a competitive edge and fostering customer relationships.

Odelia Jacob

Staff Writer

Odelia is a staff writer at edna. She creates engaging as well as informative content for webpages, email marketing, as well as social media platforms. She loves to read up on the latest industry trends and new technologies as well as on changes in the digital landscape. In her free time, she loves to hone her pottery skills.