TL;DR – Virtual Landline vs VoIP
- Virtual landline = a single number that forwards calls to your mobile or app. Cheap, simple, great for sole traders or startups.
- VoIP phone system = a full cloud PBX with call queues, extensions, voicemail-to-email, and scalability for teams.
- Virtual landline = quick starter solution. VoIP = long-term, future-proof business communications.
- Both work after the PSTN switch-off 2027, but VoIP offers more flexibility, features, and growth potential.
Virtual Landline vs VoIP – Complete Guide for UK Businesses
Over the past few years, searches for virtual landlines have skyrocketed. Many small businesses and startups are drawn to them as a quick and affordable way to project a professional image without investing in a full business phone system UK. But what exactly is a virtual landline—and how does it compare to a complete VoIP phone system UK? We’ll find out today in Virtual Landline vs VoIP guide.
At first glance, both options seem similar: they allow you to make and receive calls without relying on traditional copper lines. However, the difference lies in the level of functionality, scalability, and flexibility they provide. For some businesses, a simple virtual landline might be enough to get started. For others, especially those looking to future-proof their communications, a VoIP system is the smarter long-term choice.
So, which one is right for you—virtual landline or VoIP phone system? In this post, we’ll break down the pros and cons of each, and help you decide which type of business phone system UK best fits your needs.
What Is a Virtual Landline?
A virtual landline UK is essentially a regular-looking landline number that forwards incoming calls to your mobile phone or an app. Instead of being tied to a physical line, it operates in the cloud. This means you can advertise a professional contact number—often with a local area code or even a freephone option—without needing expensive hardware or installation.
For many sole traders and startups, a virtual business phone number UK is the ideal first step. Setup is quick and affordable, often taking just minutes, and costs are far lower than a traditional phone system. You can separate work and personal calls while still using your mobile, giving your business a more professional image.
That said, virtual landlines do come with limitations. Most are single-line solutions, meaning only one person can answer at a time. They lack the advanced features of a full phone system—like call queues, extensions, or advanced reporting—and they aren’t easy to scale as your business grows.
If you’re just starting out and want the best virtual landline UK option, they can be a simple and effective solution. But if you need something more robust, a VoIP system may be a better fit.
What Is a VoIP Phone System?
A VoIP phone system UK (Voice over Internet Protocol) is a modern, cloud-based alternative to traditional telephony. Instead of using copper wires, calls are made and received over your internet connection. This approach allows businesses to enjoy a flexible, cost-effective solution that goes far beyond the capabilities of a standard landline.
Unlike a basic virtual number, cloud phone systems UK are designed with teams in mind. They provide advanced features such as call queues, extensions, voicemail-to-email, auto-attendants, and even integration with popular CRM platforms. This means your staff can manage calls more efficiently, while customers benefit from a professional, streamlined experience.
Scalability is another major advantage. With a hosted VoIP UK system, you can easily add new users, locations, or devices as your business grows—without worrying about physical lines or expensive hardware upgrades. Whether your team works in the office, remotely, or on the move, VoIP keeps everyone connected using the same system.
For businesses planning long-term growth, VoIP is more than just a phone service—it’s a complete communications platform. It supports not only voice calls, but also video, messaging, and collaboration tools, giving your company the flexibility it needs in today’s digital-first environment.
Virtual Landline vs VoIP: Key Differences
When deciding between a virtual landline vs VoIP, it helps to look at how the two options compare side by side. While both allow you to move away from traditional phone lines, the underlying infrastructure, features, and scalability are very different.
Below is a quick comparison:
| Feature | Virtual Landline | VoIP Phone System |
|---|---|---|
| Infrastructure | Call forwarding service that redirects to your mobile or an app. | Full cloud PBX (**cloud phone system UK**) hosted online, replacing traditional lines. |
| Features | Basic call forwarding and voicemail. | Rich features: call queues, extensions, voicemail-to-email, auto-attendants, call recording, CRM integration. |
| Scalability | Best for 1–2 users (sole traders/startups). | Built for teams of 5–500+; add users, devices, and sites easily. |
| Costs | Low monthly fee, usually a flat rate for the number. | Per-user pricing with more value through advanced features and analytics. |
| Professionalism | More professional than a personal mobile, but limited. | Enterprise-grade, reliable customer experience and branding. |
In short, a virtual landline is an excellent entry-level solution if all you need is a professional number to publish on your website, business cards, or ads. It’s simple, cheap, and easy to set up. However, it has limitations that become apparent as soon as you want multiple users or advanced call management.
A business VoIP UK system, on the other hand, is built for long-term growth. It offers robust tools that improve customer experience and streamline team communication, while being flexible enough to adapt as your business changes.
Which Should You Choose?
Choosing between a virtual landline and a VoIP phone system really comes down to the size of your business and how you plan to grow.
For freelancers, sole traders, or very small businesses such as local takeaway shops, a virtual landline is often the most practical first step. It gives you a professional contact number without the cost or complexity of a full phone system. Customers see a local or national number rather than your personal mobile, which instantly boosts credibility. For many new ventures, that’s all that’s needed at the beginning.
However, a virtual landline is best viewed as an entry point. Because it’s essentially just a forwarding service, you’ll quickly hit limits when your business expands. Only one call can be taken at a time, and features like call menus, multiple extensions, and call reporting aren’t available. As soon as you add staff or need more professional call handling, those gaps become a real obstacle.
That’s where a VoIP phone system makes the difference. For SMEs, pubs, restaurants, and office-based teams, VoIP offers everything you need to run communications smoothly. You can add or remove users instantly, manage calls through queues and menus, and connect the system to CRM or booking platforms. Whether you’re running a growing sales team or need a reliable setup for a busy bar or restaurant, VoIP gives you the scalability and professionalism that customers expect.
In short, a virtual landline works well as a starter solution. But for most businesses, it’s just a stepping stone. If you want your communications to grow with your company, a VoIP phone system is the long-term answer.
The PSTN Switch-Off Angle
One important factor in the virtual landline vs VoIP debate is the PSTN switch off 2027 UK. By the end of 2027, all traditional PSTN and ISDN services will be permanently withdrawn. This means every business still relying on copper lines will need to migrate to an ISDN replacement UK—and that replacement is digital, IP-based telephony.
The good news is that both virtual landlines and VoIP are already all-IP solutions, which means they’re compliant with the coming change. A digital landline or a simple virtual number can serve as a quick fix for small businesses that just need a number on their website or signage. It keeps you connected without worrying about legacy systems going offline.
However, if your business depends on reliable communications and needs room to grow, hosted VoIP is the safer long-term bet. Not only does it future-proof you against the switch-off, it also delivers a full suite of features such as call routing, team extensions, and integrations with software you already use. Combined with its scalability and reliability, a hosted VoIP system offers a smoother transition into the all-digital era.
In other words, while both options will keep you compliant, only VoIP gives you the tools and flexibility to thrive beyond the PSTN switch off 2027 UK.
Virtual Landline vs VoIP – The End Result
When weighing up a virtual landline against a VoIP phone system, the decision often comes down to your stage of growth. If you’re a freelancer, sole trader, or just starting out, a virtual landline is a quick win. It gives you a professional number, separates business from personal calls, and is affordable to run.
But as your business grows, you’ll almost certainly outgrow the limitations of a virtual line. That’s where VoIP comes into its own. With advanced features, scalability, and integration options, it’s widely considered the best phone system for small business UK owners who want to scale and modernise their communications. Whether you’re running a small office, a busy restaurant, or a growing sales team, VoIP is the future-proof option.
Talk to Plexatalk about the best option for your business, whether that’s starting with a simple virtual number or moving straight to a full VoIP phone system UK. Alternatively you can setup a Virtual Landline here.
FAQs – Virtual Landline vs VoIP Phone Systems
What is the difference between a virtual landline and VoIP?
A virtual landline is usually just a phone number that forwards calls to your mobile or an app. A VoIP phone system is a full cloud-based solution that provides extensions, call queues, voicemail-to-email, and other advanced features.
Is a virtual landline the same as VoIP?
Not exactly. Virtual landlines use VoIP technology in the background, but they only give you a number that forwards calls. A VoIP phone system gives you the complete set of business telephony features.
Who should use a virtual landline?
Virtual landlines are best for freelancers, sole traders, and very small businesses that only need one line and a professional-looking number. They’re quick to set up and low cost.
Who should use a VoIP phone system?
VoIP systems are ideal for growing businesses, pubs, restaurants, offices, and multi-site organisations. They support multiple users, advanced call features, and remote working.
Will both work after the BT PSTN switch-off in 2027?
Yes. Both virtual landlines and VoIP systems run over the internet, not the copper PSTN/ISDN network. However, VoIP systems are more future-proof because they support scalability and integrations.
Can I keep my business number when moving to VoIP?
Yes. Whether you start with a virtual landline or move straight to a VoIP phone system, you can port your existing business number to the new service.
Is a Virtual Landline cheaper than VoIP?
Usually yes, but it comes with fewer features. A virtual landline is low cost and simple, while a VoIP system costs more per user but provides far greater value and flexibility.