VirtualPBX
About
VirtualPBX is a cloud-based business phone system provider founded in 1997 in San Francisco, offering hosted PBX, VoIP, and AI-powered communication tools for small businesses. The company provides a single-plan service at $15 per user per month that includes call routing, auto attendant, business SMS, call recording, CRM integrations, and an AI receptionist feature. As a privately owned, US-based company, VirtualPBX supports customers with in-house human support staff and no annual contracts.
Details
VenSearch Intelligence
Ideal Customer
- VirtualPBX's primary sweet spot is small to medium-sized businesses (SMBs), specifically those with distributed or remote teams that need enterprise-grade phone features without IT complexity, hardware investment, or long-term contracts.
- The company's own pricing and messaging is built around businesses with as few as one user, and its flagship Smarter Voice plan at $15/user/month with no contracts is designed to minimize friction for companies in the 1–100 employee range.
Key Differentiators
- VirtualPBX claims the distinction of being the original inventor of the 'virtual PBX' concept, having coined the term and launched the first commercially available hosted PBX service in 1997 — a pioneer positioning that competitors cannot replicate.
- The company differentiates heavily on its all-inclusive, no-contract, single-plan pricing model ($15/user/month) with no feature tiers, no hidden fees, and no long-term commitments, paired with U.S.-based, in-house human support included with every plan.
Industries Served
- VirtualPBX explicitly targets a broad set of industries through dedicated solution pages, including healthcare, financial institutions (credit unions and banks), legal (law firms), real estate, restaurants, retail (online and brick-and-mortar), construction, non-profits, political campaigns, SaaS and tech companies, call centers, franchises, and remote or distributed workforces.
- The company markets HIPAA-compliant VoIP specifically for healthcare organizations and dental offices requiring secure patient communications, and its AirDial POTS replacement product addresses compliance requirements for industries relying on fire alarms, elevator systems, and building security.
Service Coverage
- VirtualPBX operates as a cloud-based service with nationwide U.S. coverage across all 50 states plus Puerto Rico, and serves customers internationally in over 40 countries, with particularly strong presence in the United Kingdom, Canada, and Mexico.
- The company owns thousands of international phone numbers across dozens of additional countries spanning Europe, Asia, and Latin America, including markets such as Germany, France, India, Philippines, and Australia.
Partnerships
- VirtualPBX maintains native technology integrations with Salesforce, Microsoft 365, Microsoft Teams, Microsoft Dynamics 365, Zoho CRM, Pipedrive, Amazon AWS (for call recording storage), Cloudflare (DDoS and threat monitoring), Google Cloud Platform, Equinix, Stripe, and Bandwidth.
- The Zapier integration (launched April 2020) connects VirtualPBX data to thousands of third-party apps without custom code, and Webhooks and open API access extend integration to any external system.
Company Size & Ownership
- VirtualPBX was founded in July 1997 by Stephen Lange in San Francisco, California, and is currently headquartered in San Jose, California, making it one of the longest-operating hosted PBX companies in the industry at nearly 30 years old.
- Employee count estimates across sources range from approximately 33–100 employees, reflecting the company's lean, fully remote operating model; the most recent figures place headcount closer to 33–50 active employees.
Compliance & Certifications
- VirtualPBX's platform infrastructure carries certifications from its core providers: Google Cloud Platform (PCI DSS, SOC 2, SSAE 16/ISAE 3402 Type II), Equinix voice server hosting (SOC 1, SOC 2, ISO 27001, NIST 800-53/FISMA, PCI DSS), and Bandwidth for call traffic (ISO 27001).
- User data is stored in Firebase, which has completed ISO 27001, SOC 1, SOC 2, SOC 3, ISO 27017, and ISO 27018 evaluations.
Compiled from public sources by VenSearch · Last researched October 14, 2026
Offerings
31 offeringsACD Queues Pro
ACD Queues Pro is an advanced call distribution add-on that adds skills-based routing, agent wrap-up time, even load distribution, and live monitoring on top of standard department routing. It allows businesses to scale and manage contact center operations more precisely. Queue and agent reports are available within this tier, including queue performance, agent status summaries, and calls completed by agent.
Advanced Call Reports + Call Tagging
Advanced Call Reports lets businesses organize call data into customizable, schedulable reports with filters for phone number, answered or abandoned status, call duration, and more. Call Tagging adds the ability to categorize calls by topic, sentiment, or outcome during or after a call to enable data-driven decisions. Reports can be delivered to email inboxes hourly, daily, weekly, or monthly on a fully customizable schedule.
Advanced Call Routing
Advanced Call Routing lets businesses define exactly how inbound calls are handled and distributed through custom call flows and programmable voice. Calls can be routed dynamically based on caller ID, customer information, or caller input. The feature gives businesses full control over call distribution without being limited to a fixed system structure.
AI Voice (AI Employee / AI FrontDesk)
AI Voice is an AI-powered receptionist add-on that can be configured to greet callers, answer common business questions, collect contact details, and route urgent calls to the appropriate team member. Users define the AI employee's job, set rules and boundaries, and control when human staff step in. It allows businesses to handle inbound calls around the clock without adding staff.
API Access
VirtualPBX API Access grants powerful capabilities for customers who need fully customized integrations with their own tools and systems. It is positioned for businesses that require bespoke solutions beyond what native integrations or Zapier can provide. The API enables direct programmatic control over VirtualPBX data and call functions.
Auto Attendant
The Auto Attendant feature acts as an automated virtual receptionist that guides callers to the right person, department, or message without requiring a live operator. Businesses can use multiple auto attendants to build decision trees via a web interface and can share a company directory with callers. It integrates with business hours settings to handle calls differently during open, closed, and holiday periods.
Business Hours
The Business Hours feature allows businesses to set scheduled time windows for routing calls differently during open hours, lunch, after hours, and holidays. The VirtualPBX interface helps configure call routing rules tied to each time period so no call goes unaddressed. It eliminates worry about missed calls by automating handling based on the business's own schedule.
Business SMS
Business SMS allows users to send and receive text messages from their business phone number using the VirtualPBX platform and apps. The feature was released in November 2020 and enables communication from favorite devices including the VirtualPBX softphone. It keeps personal cell numbers private while texting clients through the business number.
Call Recording
Call Recording lets businesses choose which calls get recorded, access transcripts of those recordings, and connect recordings to existing tools through integrations. Recordings can be reviewed from the call history menu and are stored securely via Amazon AWS. The feature helps businesses retain important information from customer and team conversations.
Callback
The Callback feature allows callers to schedule a return call to a preferred number instead of waiting on hold, eliminating long hold times. Businesses can customize it with personalized messaging, agent availability detection, and call order tracking. It improves caller experience while helping teams manage high inbound call volumes more efficiently.
Conferencing
VirtualPBX Conferencing provides audio conferencing as three-way calling for quickly adding and dropping call participants, or as expanded teleconferencing for larger groups. Video conferencing is also available on select devices, including video-enabled desk phones. The feature supports both small team check-ins and broader group calls within the same platform.
CRM Integration
VirtualPBX CRM Integration connects the phone system natively with popular CRMs like Salesforce and Microsoft 365, with HubSpot and SugarCRM in development. Features include automatic screen pops on incoming calls, click-to-call from contact records, automatic task generation linked to contacts, and call recording access from within the CRM. The integration centralizes customer data and call activity within the CRM interface.
Custom Greetings
The Custom Greetings feature lets businesses upload recorded audio files, use text-to-speech, record greetings over the phone, or order professional recordings to personalize every part of the phone system. Admins can assign specific greetings to different departments, auto attendants, or time periods such as holidays. Hold music and messages can also be customized from a library or with uploaded files.
Dash Interface
Dash is VirtualPBX's intuitive cloud-based management interface that lets businesses control their entire phone system through a drag-and-drop, dropdown-driven dashboard. It provides access to features like call recording, advanced call reports, real-time wallboards, device management, do-not-disturb, follow-me calling, and hot desking. The interface is designed for admins and users without IT backgrounds and is accessible from any browser.
Department Routing (Ring Groups)
Department Routing lets businesses define groups of users and configure calls to ring the entire group simultaneously or in a custom sequence. For more advanced needs, ACD Queues Pro adds skills-based routing, agent wrap-up time, load distribution, and live monitoring. Both options help businesses manage inbound call volume across teams efficiently.
Device Options (Softphone, Web Phone, Desk Phones)
VirtualPBX offers flexible device options for answering calls, including a mobile softphone app, a browser-based Web Phone, traditional desk phones, and call forwarding to existing personal phones. Follow-me calling allows multiple device options to be active simultaneously so users never miss a call. Desk phones can be pre-configured and shipped by VirtualPBX at no extra charge.
Numbers & Extensions (Main Business Number, DID, Vanity Numbers)
VirtualPBX allows businesses to buy new local, toll-free, or vanity numbers directly from the dashboard or transfer existing numbers at no extra charge. Each plan includes at least one local number, and additional numbers can be toggled on or off at any time. Direct Inward Dialing (DID) numbers and unlimited extensions allow callers to reach specific team members without going through menus.
Onboarding & System Setup (Build It For You)
VirtualPBX offers hands-on onboarding support where the team handles number setup, system configuration, and call flow building on behalf of the customer. Customers answer basic questions and VirtualPBX builds out the phone system according to their business requirements. Ongoing support from in-house US-based experts is included with every plan for future changes and questions.
Outbound Caller ID (CNAM)
Outbound Caller ID (CNAM) allows businesses to control what name and number appears when employees make outgoing calls, ranging from the main business number to a business name or any verified number. Dynamic Caller ID lets users create rules to show different phone numbers based on area code, feature codes entered before dialing, or regular expressions. The feature can also display verified phone numbers that exist outside the VirtualPBX dashboard, protecting agent personal numbers.
Park & Transfer
Park and Transfer allows users to place inbound calls on hold in a parking slot so another team member can retrieve them, useful when call volume is high. Advanced transfer functionality lets users brief colleagues before completing a transfer and view agent availability via BLF keys. Feature codes and built-in phone buttons both support parking and retrieval actions.
Partner Programs
VirtualPBX offers partner programs listed in the company navigation, though specific partner program details are referenced in the site menu and footer. The program is available for businesses interested in reselling or referring VirtualPBX services. Details of program tiers and compensation are accessible through the Partner Programs section of the site.
Real-Time Dashboards
Real-Time Dashboards provide live views of business phone system activity including agent availability, current call volume, SLA compliance rates, and queue load. Admins can customize dashboard tiles with drag-and-drop fields including single stats, circular gauges, multi-stat lists, time charts, and user status grids. Managers can also log out agents, call agents, or monitor live calls directly from the dashboard interface.
Reporting / Insights
Insights is an entry-level call analytics tier that provides essential call metrics including abandoned call lists, internal and session call lists, unreturned call lists, and caller ID and DID reports broken down by area code, country, location, and number type. It gives businesses immediate visibility into call volumes and team performance without advanced configuration. All plans include basic call logs, with Insights adding structured reporting views.
Smarter Voice
Smarter Voice is VirtualPBX's core cloud PBX business phone plan priced at $15 per user per month with no contracts. It includes a main business number, auto attendant, call routing, voicemail, call recording, CRM integrations, and mobile and desktop apps. The plan covers everything small businesses need to sound professional and route calls without feature tiers or upgrade paths.
Virtual Fax
Virtual Fax enables businesses to securely send and receive faxes directly from email, eliminating the need for physical fax equipment and its associated upkeep. The feature is accessible within the VirtualPBX plan and keeps fax capability available without hardware costs. It leverages the internet-based phone system infrastructure already in place.
VirtualPBX Phone App
The VirtualPBX Phone App is a free mobile and desktop softphone application that allows users to make and receive business calls and texts from their existing smartphone or computer. Outbound calls display the company business number rather than the user's personal cell number, and incoming work calls are clearly labeled. It is available for both web browsers and mobile devices.
VirtualText Chat (Web Chat)
VirtualText Chat is a web chat platform that allows businesses to capture leads, respond to visitors 24/7 using AI agents, and manage all messages through a shared inbox. It includes a live chat widget, shared inbox, AI automation with smart playbooks and sentiment analysis, and role-based permissions with single-tenant privacy compliance. After a 14-day free trial it converts to a $99 per month plan.
Voicemail
VirtualPBX Voicemail includes individual and team voicemail boxes with customizable greetings, voicemail-to-email transcription delivery, and integration options for storage and notifications. Dynamic voicemail routing ensures callers reach the appropriate box based on who they called or which team they reached. The virtual voicemail system is managed entirely through the cloud dashboard.
Webhooks
VirtualPBX Webhooks provide a more customizable integration option for businesses that need deeper automation than Zapier supports. Webhooks allow call data and events to be sent to any external application or system in real time. They are available alongside the API for businesses with specific or complex workflow requirements.
Whisper, Barge & Steal
Whisper, Barge, and Steal are live call monitoring tools designed for managers to oversee agents during active calls. Whisper lets a manager speak to an agent without the caller hearing, Barge lets the manager join the conversation directly, and Steal transfers the call entirely to the manager while removing the agent. These tools are available within the VirtualPBX platform for real-time quality management.
Zapier Integration
The Zapier Integration connects VirtualPBX call data with thousands of third-party apps through the Zapier automation platform. It allows businesses to automate workflows, sync customer data, and turn manual tasks into seamless processes without custom code. The integration was first launched in April 2020 and is included within VirtualPBX plans.
Considering VirtualPBX?
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