Virtual Numbers vs Physical SIM: Which is Better for Remove Work?

Now, imagine you are collaborating with an international team that uses different mobile networks. While doing so, they have to exchange SIM cards back and forth on a regular basis, which leads to missed phone calls due to poor signal quality.

As a result, the team is becoming confused, more costly, and extremely inflexible on a daily basis.

So, the question is: when discussing equipping remote teams with better tools, there is one immediate issue: will you leverage physical SIMs or virtual phone numbers?

The answer is virtual numbers: internet-only phone numbers that are run over the web and not physical SIM or device reliant.

But are virtual numbers really better than a physical SIM for productivity and activation scalability of remote workers in the long run? Let’s look into the facts.

This blog will guide you through the benefits and drawbacks of virtual numbers and physical SIM cards, as well as the challenges they present. And also, why virtual numbers are becoming the standard of choice for modern remote teams.

What Are Virtual Phone Numbers, aka Virtual SIM Cards?

Virtual phone numbers are digital SIM cards which is embedded inside the device. It is a cloud-based phone number that does not require a physical SIM card or phone line. They work by using VoIP (Voice over Internet Protocol) to make and receive calls or send texts from an internet-enabled device, whether that’s a smartphone, tablet, laptop, or desktop.

These aren’t just phone calls. It will provide you with plenty of calling features, like call forwarding, call recording, voicemail, and auto-attendant. These features can be managed on a single platform.

Using platforms like KrispCall, you can easily manage virtual phone numbers via a dashboard, assign or share the number with colleagues, and utilize features such as intelligent call routing, shared inbox functionality, and scheduled routing to enhance communication efficiency for remote teams.

What Is a Physical SIM Card?

A physical Subscriber Identity Module (SIM) card is a small chip that is inserted into mobile phones in order to access a cellular network. It stores information that allows users to make calls, send texts, and access mobile services using a phone number.

Whereas physical SIMs have worked beautifully for old-school comms for decades, they’re constrained by today’s remote-first work world. They are device-bound, location-based, and typically hard to scale on remote teams.

Virtual Numbers vs Physical SIM: Key Differences

1. Accessibility & Mobility

  • Virtual Numbers: Can be accessed from anywhere with an internet connection. Ideal for global teams working across time zones.
  • Physical SIMs: Tied to a single device and dependent on the network coverage in a given location.

2. Scalability

  • Virtual Numbers: Instantly assign or revoke numbers for team members without any hardware. Perfect for growing teams.
  • Physical SIMs: Require procurement, distribution, and activation. Not practical for fast-growing or remote teams.

3. Features & Integrations

  • Virtual Numbers: Offer features such as auto-attendant, call recording, voicemail-to-email, and CRM integrations.
  • Physical SIMs: Limited to basic calling and texting, with no access to advanced business communication tools.

4. Cost Efficiency

  • Virtual Numbers: Cost-effective, with no need for physical devices or roaming charges. International calling is significantly cheaper.
  • Physical SIMs: Can incur high costs for international calls, roaming, and physical device management.

5. Security & Admin Control

  • Virtual Numbers: Offer centralized management with number masking, permission-based access, and analytics.
  • Physical SIMs: Vulnerable to SIM swap fraud and lack centralized control, making them risky for business use.

Common Challenges of Virtual Numbers vs Physical SIM 

While both communication systems have benefits, they also come with shared challenges that businesses must consider:

a. Dependence on Connectivity

  • Virtual Numbers: Require stable internet to ensure clear voice quality and consistent access.
  • SIM Cards: Depending on the carrier network, which can have blackspots, especially in rural or international areas.

b. Privacy Concerns

  • Virtual Numbers: Improper configuration or weak passwords can make systems vulnerable to VoIP attacks.
  • SIM Cards: Devices can be lost or stolen, risking unauthorized access to calls and messages.

c. Onboarding & Setup

  • Virtual Numbers: May need initial training or onboarding to manage call flows and configurations.
  • SIM Cards: Physical distribution can delay onboarding, especially for remote hires.

d. Compatibility Issues

  • Virtual Numbers: May not always be accepted for OTP (One-Time Password) verification by some services.
  • SIM Cards: Regional network limitations and device compatibility issues may arise.

Why Virtual Numbers Are Ideal for Remote Work

For businesses that embrace remote or hybrid work models, virtual numbers provide a powerful communication solution. Here’s why:

1. Device and Location Independence

Remote workers can communicate from any device or location without being tied to a specific SIM card. All they need is an internet connection. Whether they’re traveling or working from a home office, virtual numbers ensure seamless connectivity.

2. Centralized Communication Management

Platforms like KrispCall provide a unified workspace where teams can manage inbound and outbound calls, voicemail, text messages, and contact history all from one dashboard. Admins can easily assign numbers, monitor calls, and manage permissions.

3. Enhanced Team Collaboration

With features like shared numbers, team inboxes, and call transfer, remote teams can collaborate in real-time to resolve customer issues or communicate internally. This enhances response time and overall team productivity.

4. Global Reach at Lower Costs

Virtual numbers allow companies to maintain a local presence in international markets without incurring high roaming or infrastructure costs. With KrispCall, you can get virtual numbers from over 100 countries.

5. Advanced Features for Business Communication

Unlike traditional SIMs, virtual numbers come packed with features such as:

  • Call flow customization
  • Voicemail to email
  • Call recording
  • Auto-attendants
  • CRM integrations
  • Analytics and reporting

These capabilities make them ideal for sales teams, support centers, remote agencies, and global startups.

Real-World Use Cases: How Businesses Use KrispCall

Example 1: Remote Sales Teams

A SaaS company with sales reps across multiple countries uses KrispCall to assign local numbers to each rep. This increases their call pickup rates and reduces international calling costs.

Example 2: Remote Customer Support

A DTC ecommerce brand sets up a virtual call center using KrispCall’s cloud telephony. Agents work from home while managing customer queries using a shared team inbox.

Example 3: Freelancers and Consultants

Digital freelancers use KrispCall to obtain a second phone number, separate from their personal SIM, ensuring a professional presence and improved call management.

KrispCall: Built for Remote Teams

KrispCall isn’t just another VoIP provider; it’s a platform tailored for the modern remote workforce. Here’s what sets KrispCall apart from other VoIP phone systems:

  • Unified Dashboard: Manage calls, contacts, voicemails, and analytics in one place.
  • Team Collaboration: Use shared numbers and inboxes to work together smoothly.
  • Global Numbers: Select virtual phone numbers from over 100 countries.
  • Secure and Scalable: Role-based access, call logs, and encrypted communication.
  • No Hardware Needed: Get started without any physical setup or installation.

Whether you’re a startup scaling quickly, a remote-first company, or a global business, KrispCall empowers your communication with the flexibility and intelligence that traditional SIM cards simply can’t match.

Conclusion

Physical SIM cards remain relevant in mobile communication, but have limitations when it comes to convoluted remote work settings. Virtual phone numbers, however, are the best choice for flexibility, features, and modern efficiency, especially with increasingly geographically dispersed teams.

With a cloud telephony platform like KrispCall, companies can provide continuous, reliable communication to their staff and customers, easily enhance team connectivity and collaboration, and deliver superior customer journey and experience capabilities, regardless of their location when starting and running new or existing businesses.

Ready to enhance your remote team’s communication? Try KrispCall’s virtual office phone system by signing up for a free trial or booking a demo tailored to your organization.

FAQs

1. What is the main difference between a virtual number and a physical SIM card?

The primary distinction between a virtual number and a physical SIM card is that a virtual number is a digitized, virtual form of your SIM card, which is already embedded in the device and uses VoIP to make and receive calls. In contrast, a physical SIM card connects to traditional cellular networks and is tied to a specific device.

2. Can I use a virtual number for international calling and texting?

Yes, you can use virtual numbers for international calling and texting. VoIP service providers like KrispCall offer global virtual numbers with low international rates and no roaming charges.

3. Are virtual numbers secure for business communication?

Yes, virtual numbers are secure for business communication. Virtual numbers use advanced technology like encrypted calls, admin controls, and number masking to ensure secure and professional communication.

4. Do virtual numbers support voicemail and call recording?

Yes, most virtual numbers support voicemail and recording.  It is not limited to that; it also comes with advanced features like voicemail-to-email, call recording, auto-attendants, and analytics.

5. Is a virtual number suitable for small remote teams or freelancers?

Yes, virtual numbers are suitable for every team, whether it is big, small, or remote. Virtual numbers are scalable, cost-effective, and flexible, making them perfect for freelancers, startups, and remote teams of any size.

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