Summary
VoIP number porting lets you switch providers and keep the number your customers already trust. Some key benefits? Lower call costs, faster setup, and more flexibility to grow.
But to make the move smooth, you’ll need to know what to do before, during, and after the port—from double-checking account info to testing your system post-transfer. This article shows you how to get it right.
Nearly 8 out of 10 consumers say phone calls matter when talking to businesses—but 80% won’t answer if the number looks unfamiliar¹. Change your number carelessly, and you risk losing them before you even say hello.
The good news? You don’t have to chance it. With VoIP number porting, you can switch providers and keep the number your customers already trust. In this guide, we’ll show you exactly how to do it—without the stress, delays, or common porting pitfalls.
What is VoIP Number Porting?
VoIP number porting is the process of moving your existing phone number to a new VoIP provider—without losing the number everyone already knows. Whether you’re porting a landline number to VoIP or switching your VoIP provider, porting helps you upgrade your system without disrupting your brand.
Instead of getting stuck with a new number (and the chaos of updating websites, business cards, and email signatures), porting your number to VoIP lets you keep things simple. Your customers, prospects, and partners can keep calling the number they already trust.
Why Businesses Choose to Port Numbers
There are a few common reasons teams choose to port their business number:
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Setting up VoIP for the first time
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Switching providers for better pricing or features
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Expanding into new regions and centralizing operations
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Rebranding and consolidating multiple numbers
For example, a sales team expanding globally might port regional numbers into a single VoIP platform—keeping customer trust while simplifying internal workflows.
Should You Port Your Number to VoIP? Here’s Why It’s Worth It
Think of VoIP phone number porting as your shortcut to a better phone system—without losing the number your customers already know and trust. Here’s how it helps your business thrive:
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Cut costs by up to 90%² while upgrading your tech: Porting your number to VoIP helps you avoid the cost of updating contact info—and compared to landlines, it can reduce your monthly call costs by up to 90%, especially for international calls.
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Protect your brand and avoid confusion: Your phone number is how customers recognize and reach you. Porting it means no missed calls, no reprinted materials, and no “we’ve changed numbers” moments.
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Get set up in days, not weeks: Most numbers are ported within 5 to 10 business days—depending on the provider and the type of number—so you can make the switch without major delays.
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Work from anywhere, on any device: VoIP lets you take calls from your desktop, mobile, or tablet, so your number travels with you. This is perfect for remote and hybrid teams.
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Scale as your business grows: Add or remove lines as needed without changing your number. VoIP makes it easy to grow without the hassle of reconfiguring your phone setup.
Ready to Port and Save?
VoIP Number Porting vs. Getting New Numbers: What’s the Best Option?
When setting up a VoIP system, you can either port your existing number or get a brand-new one. The best choice depends on your goals—continuity, speed, location, or compliance.
Option 1: Porting In Your Existing Number
Porting means transferring your phone number to your new VoIP platform, keeping it consistent across all touchpoints.
How it works
You share your account info and sign a Letter of Authorization (LOA). Your new provider coordinates the transfer with your old one. The process takes a few business days.
| Pros | Cons |
|---|---|
| Keep your current number—no changes for customers | It’s not an instant switch—may take 5–10 business days |
| Maintain brand identity across all channels | Requires paperwork and account verification |
| Avoid reprinting materials or updating listings | Must keep your old service active until the port is complete |
| Prevents customer confusion or loss of leads | Porting is not supported for all number types or countries |
Best for
Businesses with an established phone number tied to brand recognition or customer trust.
Option 2: Getting New Local or Geographic Numbers
Getting a new number means starting fresh. It’s often the default when entering a new region or if porting isn’t possible.
How it works
Your provider assigns a new number from their available pool—usually instantly. You can also request a local area code, toll-free, or vanity number if needed.
| Pros | Cons |
|---|---|
| Fast setup—often active within hours | Must update all marketing and contact materials |
| Great for regional presence or international expansion | Customers won’t recognize the new number initially |
| Access to local, toll-free, or vanity numbers | High-demand area codes may be limited or unavailable |
| Required in some countries for regulatory or WhatsApp use | Might dilute brand consistency if not well managed |
Not All Numbers Can Be Ported
Before you decide, it’s important to check eligibility. Some numbers may not be portable due to carrier restrictions or service type.
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Toll-free, SMS-only, or mobile numbers may have limitations
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Certain countries don’t support porting or require additional documentation
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VoIP-to-VoIP ports are generally easier than landline-to-VoIP transfers
VoIP Number Portability Quick Checklist
Before we walk through the full process, here’s a quick checklist to help you see what’s involved:
Before You Start
– Start early—don’t leave it to the last minute
– Decide on your ideal port date and timeline
– Notify your new provider that you plan to port your number
– Confirm your number is active and eligible for porting
Prepare Your Info
– Gather your latest phone bill or Customer Service Record (CSR)
– Verify account number, billing address, and contact name
– Check for unpaid balances or contract obligations with your old provider
– Sign the Letter of Authorization (LOA) with an authorized contact
Plan Ahead
– Schedule porting during low-traffic business periods
– Assign an internal owner to track the porting process daily
– Update call scripts and voicemail to inform customers of the change
– Review any services linked to your number (fax, alarms, payment terminals)
After the Port
– Confirm the number is active on your new system
– Test inbound and outbound calls immediately
– Check call routing, voicemail, SMS, and CRM integrations
– Cancel your old service only after testing is complete
How to Port Your Phone Number (Step by Step)
Porting your number to a VoIP provider isn’t complicated—but getting it right the first time makes all the difference. Here’s how to switch smoothly and stay connected every step of the way:
#1 Let Your New Provider Know You Want to Port
Porting won’t happen unless you ask for it. As soon as you sign up with your new VoIP provider, tell them you want to bring your current number along for the ride.
They’ll check:
– Whether the number is still active
– If it can be ported from your current carrier
– Any local or country-specific restrictions
#2 Gather the Right Info and Double-Check It
This step is make-or-break. Even a small mismatch in account info can delay your port.
Here’s what you’ll usually need:
– Account number
– Billing address
– Name on the account
– Recent invoice or phone bill
– Port-out PIN (if required)
– Service address (if different from billing)
#3 Sign the Letter of Authorization (LOA)
The LOA gives your new provider permission to request the number transfer. It’s quick, but it needs to be accurate.
Make sure:
– The signer is authorized on the account
– The info matches your CSR
– You include any additional documents if your provider asks
#4 Notify Your Current Provider
Even if it’s not required, it’s smart to let your current provider know you’re porting out.
Why it helps:
– It can speed up approval on their end
– Some carriers require your direct confirmation
– It ensures your account stays active until the port is done
#5 Set Up Your New VoIP System While You Wait
Porting can take anywhere from 5–10 business days. Use that time to get everything set up and ready to go. The goal here is to be fully ready the moment your number goes live.
What to do in the meantime:
– Add users and teams
– Set up call routing, voicemail, and business hours
– Integrate your CRM, helpdesk, or other tools
– Request a temporary number for call forwarding if needed
#6 Test Everything Once the Port Completes
When you get the green light that the port’s done, don’t assume it’s perfect—test it.
Run through this checklist:
– Make and receive calls
– Check call quality and voicemail
– Test routing, SMS, IVR, and integrations
– Ensure the number is assigned to the right users or teams
#7 Go Live and Monitor
If everything checks out, it’s time to go fully live. Cancel your old service—and keep an eye on performance during the first few weeks.
Watch for:
– Missed or dropped calls
– Routing issues or delays
– Team or customer feedback that flags unexpected issue
What Can Go Wrong? 6 Common Number Porting Mistakes and How to Avoid Them
Porting your number to a new VoIP provider is usually simple—but small mistakes can slow things down or even stop the process. Here are the most common slip-ups and how to avoid them:
#1 Incomplete or Incorrect Information
This one’s the biggest culprit. A tiny mismatch—like a wrong account number or name—can make your port request bounce back.
How to avoid it:
– Double-check everything against your most recent bill
– Make sure your name, address, and account number match exactly
– Use your Customer Service Record (CSR) if you have one
– Only the authorized account holder should sign the Letter of Authorization
#2 Unpaid Previous Carrier Bills
If you haven’t paid your old provider, they’ll block the transfer until your account is settled. And if your number is inactive, you won’t be able to port it at all.
How to avoid it:
– Make sure your old account is active and up to date
– Pay off any outstanding balances before you start
– Don’t try to port a disconnected number—reactivate it first
#3 Porting at the Wrong Time
Timing matters. Starting a port in the middle of a big sales campaign—or right before a holiday—can cause downtime or missed calls.
How to avoid it:
– Schedule your port during low-traffic periods, not during busy seasons
– Avoid weekends and end-of-month periods when providers are swamped
– Give yourself a buffer in case it takes longer than expected
#4 Ignoring Local Rules and Requirements
Some countries require extra steps to approve a port—like proving your business address or local presence. If you skip this, your request may be rejected.
How to avoid it:
– Check if your country has local or national porting rules
– Prepare proof of address or business registration if required
– If you use WhatsApp or SMS, make sure you’re registered properly
#5 Forgetting to Test After the Port
Your number might look active, but if you don’t test it, you could miss calls or messages without realizing it.
How to avoid it:
– Test inbound and outbound calls as soon as the port is done
– Check voicemail, SMS, and WhatsApp messages
– Make sure the number is linked to the right team, IVR, or CRM integration
#6 Not Communicating the Change
If your team—or customers—don’t know a port is happening, confusion can follow. You might even experience short “dead air” gaps if the switch catches people off guard.
How to avoid it:
– Let your new provider know about your porting plans early
– Tell your team and key contacts when the switch will happen
– Set up temporary call forwarding if needed to stay reachable
So, What Happens After You Hit “Port”?
Changing your phone system doesn’t have to mean missed calls or starting over. This guide showed you how to keep your number when moving to a new VoIP provider, protect your brand, and make a seamless move—while keeping your customers and momentum.
But once you hit “port,” the real transformation begins.
With CloudTalk, you unlock:
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Custom call flows to guide every caller to the right place
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Real-time monitoring to coach and support your team live
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AI-powered insights to improve performance at scale
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Global reach with Numbers in 160+ countries
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100% uptime, so you stay connected through the switch
You keep the number. You upgrade the system. You never look back.
Try CloudTalk today and see how smooth the switch can be.
Switch Smart. Start Free.
Sources
- Nearly 80% of Consumers Consider Phone Channel Important (TransUnion)
- Number Porting: Overview, Definition & Process (Technology Advice)
