If you have ever dreaded the prospect of calling a business, because of the cost, then you might be pleasantly surprised to find out about toll-free numbers. Thanks to them, sometimes calls don’t cost a single penny. It’s all because of these wonderful little numbers. And since customers still like calling, despite the rise of chat and email, toll-free numbers can be a nice boon for them.
In this guide, I will tell you what exactly they are, how they work, how you can buy them, and most of all, how you can put them in good use for your business. So, whether you’re a curious caller or a business owner exploring new options, get ready to learn everything you need to know.
What is a toll free number?
When you pick up the phone, dial a number and the person on the other end of the line picks up, you are getting charged. Depending on your provider, you might get charged even if your call doesn’t connect. Some businesses, organizations, and public services don’t want to happen to their callers. So, instead of local numbers, they use toll-free numbers.
Toll-free numbers are telephone numbers that allow callers to dial a business or individual without incurring any charges. These numbers typically begin with a three-digit prefix, such as 800, 888, 877, 866, 855, 844, or 833. While the caller pays nothing, the business or organization receiving the call is responsible for the cost.
800 Number vs 1800 number for businesses: Are they any different?
To keep it short, no they aren’t. They are the same thing.
But just like regular numbers, toll free numbers also have a different single-digit identifier for each country. The “1” corresponds to the USA’s prefix. Then comes the three-digit prefix that can be an area code or a prefix that tells you what kind of number this is.
There are different toll free number prefixes to indicate that a call will be free and the 800 is the most popular one. So the 1-800 is the USA free national prefix. But unless you are calling from out of the USA, you don’t typically need to type the 1.
So, just like we said above, the 800 and 1-800 are the same thing.
Other prefixes indicate a toll free number though. Let’s check a few of them:
- Mexico uses the 52-800
- In the UK, 0800 is the most recognizable toll free number, with 0808 in close distance
- Similarly in France, it’s also 0800 or the second most popular, 0805
- Germany goes with 0800 too and 0801 has been reserved for future use.
Now, let’s go through the 4 types of toll free numbers.
The 4 types of toll free numbers
Classic toll free numbers (800 Numbers)
Standard toll-free numbers, including those with the prefixes 800, 888, 866, 855, 844, and 833, provide a basic yet effective means of customer communication. These numbers are straightforward and non-customized, offering a no-frills approach ideal for businesses seeking a reliable global connection. International callers only need to add the relevant country code to dial these toll-free numbers.
Vanity numbers
Vanity numbers are the epitome of combining creativity with functionality. Examples like 1-800-FLOWERS use memorable words or phrases, enhancing brand recall and marketing effectiveness. These numbers are globally accessible, providing the same toll-free benefits as standard numbers while reinforcing your brand identity with ease.
Local toll free numbers
Local toll-free numbers offer a toll-free calling experience within a specific country, making them ideal for businesses focused on local markets. However, international callers will incur standard international charges, as these numbers do not cover global dialing costs.
International toll free numbers
For businesses with a global footprint, international toll-free numbers are indispensable. They enable customers worldwide to contact you without incurring long-distance fees. Callers will need to use a country code, but the call remains toll-free for them. Universal International Freephone Numbers (UIFN), which utilize a global ‘800’ prefix, further streamline international dialing, making it easier for your global audience to connect with you.
Could a toll free number be the missing piece in your strategy?
The 5 signs that show you need a toll-free number
Sign #1: High call volume from diverse locations
If your business receives a significant number of calls from different regions, a toll-free number can help centralize and manage these calls efficiently. Customers are more likely to call if they know the call is free, which can increase customer engagement and satisfaction.
Sign #2: Desire to enhance customer service
Offering a toll-free number shows that you prioritize customer service and are willing to absorb the cost of the call. This can enhance your brand’s reputation and make it easier for customers to reach you for support or inquiries.
Sign #3: National presence and professional image
A toll-free number helps businesses establish a national presence and appears more professional. It signals to customers that you operate on a larger scale, which can be particularly beneficial for small businesses looking to compete with larger companies .
Sign #4: Marketing and branding needs
If you’re looking to boost your marketing efforts, a toll-free vanity number (like 1-800-FLOWERS) can be a powerful tool. Such numbers are easier to remember and can be an effective part of your branding strategy, making it easier for customers to recall your business.
Sign #5: Expansion into new markets
When expanding into new geographic markets, a toll-free number can help attract customers from those areas. It removes the barrier of long-distance charges for customers, making it more likely that they will reach out to your business for the first time.
Ok, if you just nodded, then here is your sign. But what else can you benefit from when using a toll-free number?
Make your customers happy
A toll-free number makes it incredibly easy for customers to reach you. No more long-distance charges or complicated dialing procedures. This accessibility translates to happier customers who feel valued and supported. When customers can connect with you effortlessly, they’re more likely to choose your business again and recommend you to others.
Show your professionalism
First impressions matter. A toll-free number instantly elevates your business’s image. It projects an air of professionalism and credibility. Customers associate toll-free numbers with established, reputable companies. By investing in a toll-free number, you’re telling the world that your business means business.
Reach new customer bases
Geographic limitations can hinder growth. A toll-free number breaks down these barriers. Customers from anywhere can contact you without hesitation. Expand your reach to new markets and tap into a wider customer base. Whether you’re targeting a national or international audience, a toll-free number is your ticket to growth.
New marketing & promotion opportunities
Toll-free numbers are powerful marketing tools. Use them in your advertising campaigns, on your website, and in promotional materials. Create memorable vanity numbers that align with your brand. Track incoming calls to measure the effectiveness of your marketing efforts. The possibilities are endless!
Collect data
Every call you receive is a potential source of information. With the right tools, like call tracking software, you can capture caller data, analyze call patterns, and identify trends. These insights can help you refine your products, improve customer service, and make data-driven decisions.
How are toll free numbers used in call tracking?
Toll-free numbers are extensively used in call tracking to monitor and analyze incoming calls for businesses. Here are all the use cases:
- Unique tracking numbers for offline marketing – Businesses can assign unique toll-free numbers to different offline marketing campaigns, channels, or advertisements. Each number can be linked to a specific source, such as a print ad, radio, or TV commercial. This helps in identifying which campaign is driving calls.
- Call analytics & insights – When calls are made to these toll-free numbers, call tracking software collects data such as the caller’s phone number, call duration, time of the call, and geographic location. This data is analyzed to understand customer behavior and the effectiveness of marketing efforts.
- Recording and monitoring – Call tracking systems often can record calls. This feature allows businesses to monitor the quality of customer service, review interactions for training purposes, and ensure compliance with regulations.
- Dynamic Number Insertion (DNI) for 360 call attribution – For online marketing, Dynamic Number Insertion dynamically displays different toll-free numbers to visitors based on their referral source. This enables precise tracking of which online efforts lead to phone calls.
- Integration with CRM systems – Call tracking can be integrated with Customer Relationship Management (CRM) systems. This integration allows businesses to link call data with customer profiles, to improve CRM Enrichment & Field Mapping processes by adding new contacts when a caller ID isn’t in the system or updating existing fields.
- Attribution and ROI measurement – By associating calls with specific marketing activities, businesses can measure the return on investment (ROI) of their campaigns. It helps in attributing sales or leads to the correct sources, allowing for more informed marketing decisions and budget allocations.
- Enhanced customer experience – tracking toll-free numbers can also enhance customer experience by ensuring that calls are routed to the appropriate departments or representatives, reducing wait times and improving service efficiency.
How to get & use a toll free number
In Nimbata we use toll-free numbers so that potential customers can call us from all over the world, without worrying about their phone bills. We noticed an increase of up to 20% in high-quality leads since we made the switch from a regular phone number.
That’s pretty much the main reason why businesses and organizations use toll-free numbers. They want to be within everyone’s reach. Sales inquiries, customer support lines, technical assistance, order placement, marketing campaigns, and promotions. By providing a toll-free number, businesses can encourage more customer interaction and gather valuable feedback.
You can buy a toll-free number pretty easily. Most telecommunications providers offer them and you can choose from a variety of number options, including specific prefixes or vanity numbers (numbers that spell out words or phrases). When selecting a provider, it’s important to consider factors such as pricing, features, and customer support.
If you are using a call tracking platform, which I recommend you do, then most likely you can buy one from it. Nimbata for example makes it super easy. You just tick the “Toll-Free” box when you are buying a new number, select the country, prefix, and finally the number itself. For some countries, there are some extra steps due to legislation, but in most cases, it’s as simple as that.
- Choose a relevant prefix: Select a toll-free prefix that aligns with your business needs and is easy for customers to remember. Common toll-free prefixes include 800, 888, 877, and 866. Consider choosing a prefix that complements your brand or marketing message.
- Get your toll-free number: Choose a reliable toll-free number provider that offers the features you need, such as call tracking, analytics, and integration options. Then, contact the provider to request your toll-free number. Depending on your needs, you can opt for a vanity number (e.g., 1-800-FLOWERS) or a generic number.
- Create a call flow: Use your call tracking provider’s system to set up call routing according to the rules you’ve defined. This might involve setting up call forwarding to specific phone lines, departments, or teams based on the caller’s needs.
- Assign toll free numbers: Assign unique toll-free numbers to each of your offline marketing campaigns (e.g., TV, radio, print ads) to track their individual performance. For online campaigns, consider creating a pool of numbers that can be rotated or assigned to different digital ads and channels. Nimbata offers a free tool that helps you figure out how many tracking numbers you’ll need. Just create an account to use it.
- Monitor and analyze: Regularly review the data to evaluate the effectiveness of each marketing campaign. Look at metrics such as conversion rates, caller demographics, and geographic distribution to understand which campaigns are driving the most valuable leads.
Call Tracking Definition
Call tracking refers to the technology that enables the monitoring and recording of inbound phone calls. It’s essentially a system that uncovers how callers discovered your business. By assigning unique phone numbers to different marketing channels, Marketers can pinpoint which ads, campaigns, or search keywords are generating calls. This data is critical because it shows you what’s working in your marketing strategy and what’s not.
💡 For the complete Call Tracking Guide, check out this step-by-step guide.
Takeaway
Toll-free numbers are not just a convenient way for customers to avoid paying their lovely providers. They are also a tool for businesses. They can enhance customer satisfaction, boost professionalism, expand their reach, and drive growth. By understanding how toll-free numbers work, the benefits they offer, and the process of acquiring them, you can make informed decisions about incorporating this valuable asset into your business strategy.
It doesn’t matter if you are a small startup or a huge and well-established enterprise. Investing in toll-free numbers is worthwhile and can yield significant returns. It’s easy, especially if you are using call tracking software like Nimbata. So, there is no excuse to wait any longer. Go on and get your toll-free number!
