The 2025 Definitive Guide to AI Phone Numbers to Call: What Businesses Need to Know

Are you thinking of using AI phone numbers to help your business grow? This guide explains what exactly AI phone numbers are, what their features are, and what makes them different from traditional lines. You will also find out about the top vendors for AI phone numbers, best use cases for all the possible industries, and tips on choosing the right vendor.

What Is an AI Phone Number?

An AI phone number looks exactly like any other phone number—but it’s linked to an AI system and routes you to a conversational AI instead of a human or a voicemail box.

People might confuse AI numbers with virtual numbers, due to their name. Virtual numbers use VoIP technology, which means they use the internet instead of traditional phone lines, and they route the call to a human or voicemail box. However, they do not use AI—they just route the call to a human or voicebox.

The core features of the AI phone numbers are:

• Conversational AI – encompasses technologies that enable computers to understand humans, process their responses, and offer an intelligent reply. The technologies involve AI-generated voice (that sounds very much like a human, with different accents, language capabilities, emotions, tones, etc.) and NLP (Natural Language Processing), which is responsible for understanding the human language and interpreting it.
• Automated call handling – AI phone numbers can make and manage calls without human input. Once triggered—either by a CRM update (e.g., a new lead just registered), a calendar booking, etc.—the AI automatically dials the appropriate number. There is no need for manual dialing or monitoring.
• CRM integrations – AI phone numbers easily connect with your systems (be it your own business CRM, Salesforce, Calendly, etc.) to update the logs about the user, check availability for the appointments, or pull any other data about the responder during the call in real time.
• Real-time analytics and routing – AI phone numbers can transfer the responder to a human when needed, send notifications to your system, and all of that data is logged in real time. The rich analytics that come with AI phone numbers include the duration of the calls, when the responders hung up (which helps identify trends), what the most frequently asked questions were, etc.
• Self-improving – the conversations made with AI numbers are never static and are always improving. There is learning happening all the time based on feedback loops, customer responses, and supervision from human reviewers, so the AI gets smarter and more accurate with every call.
• VoIP/SIP telephony – AI phone numbers use VoIP (Voice over Internet Protocol) – a technology that allows voice calls to happen over the internet instead of traditional phone lines; and SIP (Session Initiation Protocol) – one of the most common protocols used to manage VoIP calls. This infrastructure, however, doesn’t make phone numbers AI. Human-made calls can also be made using VoIP and SIP.

How AI Phone Numbers Work

Here is a diagram explaining the step-by-step process of the call made with an AI phone number:

The thorough explanation of each step:

• Call initiation and routing – AI call is made using VoIP/SIP technology (which allows it to happen over the Internet) and is routed to the right conversational AI agent. However, even though the call is initiated over the Internet, the VoIP-to-carrier integrations or SIP trunking allow the call to connect to telecom providers. Therefore, the human receives the call on their normal phone number, just like any other call.
• Voice Recognition – as the person speaks, the AI uses STT (speech-to-text) to convert the audio input into text.
• Natural Language Processing – NLP (Natural Language Processing) is used to understand the intent, emotional tone, and extract key information from what the human said.
• Dynamic Response – AI generates an intelligent and appropriate response, considering the context of the conversation. It may also use decision logic or knowledge it was previously trained on to produce the right reply. Then, the AI uses TTS (text-to-speech) to convert that response into audio output, which can sound very human-like thanks to advanced AI voice generation technologies.
• Task Execution (optional) – based on what the user said, if there's a trigger for an action, like scheduling an appointment, updating their information, asking for a follow-up, etc., the AI can do that in real time.
• Transfer to human (optional) – if there’s a trigger (e.g., the human asks to speak with a real agent or asks a complicated personal question), the AI phone number can transfer the call to a human agent, so a real person will take over the conversation.
• Real-Time Analytics and Logging – everything happening during the call is logged and generates rich data: call duration, full transcripts of what the human said, and more.

For the AI phone numbers to automatically dial the registered lead or perform actions such as schedule a Google calendar event, it needs to be integrated with the necessary platforms. The most common integrations that will help you scale your AI phone numbers are:

Zapier or other automation tools are like a middleman to move data between different tools, including CRM. Therefore, quite a common approach is to use both Zapier and CRM integrations. AI–CRM integration is used only for CRM functionality: when you only need to pull leads data before the call, and log leads data during/after the call. AI–Zapier–CRM integration is used for more complex workflows that connect different platforms and for broader automation.

Business Value: Benefits and Competitive Advantages

Using AI phone numbers is one of the formulas of success and scalability for your business. Do not miss out on the numerous advantages:

• Efficiency and Cost Savings – Using AI phone numbers saves your business money by reducing the FTE (full-time equivalent) needs. There are no salaries, bonuses, or downtimes. Adding a new AI phone number does not require training as well.
• 24/7/365 Customer Support – AI agents do not need to sleep or take holidays. They can provide customer support at any time, across all time zones.
• Scalable – When your business is growing, typically you would need to burden your human staff. With AI phone numbers, you can instantly scale from 100 to 10,000 calls per day, or more.
• Multilingual – Conversational AI supports all the languages with diverse accents – something that would be more costly and time-consuming to find in a human employee with different language sets.
• Call Analytics – All the calls made with AI numbers automatically capture all the information during the call: the lead response, the duration of the call, the result of the call, and any other data. This rich analytics helps you to understand your customers better, see the patterns, and add improvements to your business.
• Compliance-ready Support – Most vendors for AI phone numbers provide strong security and compliance for your business, meeting regulations in diverse fields like healthcare, finance, etc., and different regions.

With all these advantages, it is clear: AI phone numbers are not just automating routine tasks; they are actively driving your business revenue. 

Industry Use Cases and Implementation Examples

If your business is facing high call volumes, operating in a strict-compliance industry, or has a global customer base, AI-powered calls are key to driving your growth. Here we put together a sector-specific breakdown:

Comparing Leading AI Phone Number Providers

The demand for using AI phone numbers is high, as every business wants to scale and succeed. Various vendors offer the technology needed for AI phone numbers. Some provide no-code tools for creating AI agents, others offer the VoIP/SIP infrastructure needed for internet-based calls, and some focus solely on highly human-like voice generation. Here, we’ve gathered top vendors and briefly outlined their main products.

All of the vendors for AI phone numbers offer the same product with similar unique selling points, reflected on their websites: human-like AI agent, 24/7 support, multilingual, etc. This might lead you into confusion about which vendor to choose. There are a few useful details to consider that will be crucial to you once you consider scaling up.

• Language Support.
  Most AI Agent vendors have perfected the flow for the conversation in English. The vendors might state the support of 100+ languages, but not necessarily have the ready-available examples with use cases. Therefore, a thorough analysis of your customers or potential entry markets is crucial to understand what languages you might need in the future to be supported, beyond English. Not all vendors might have some specific languages.
• Compliance
  Depending on your field, you might need different compliances: whether it is healthcare, the finance field, or whether you are operating in another region (for instance, European region needs a different kind of compliance – GDPR). Therefore, check if the vendor has the necessary compliance needed in your industry. Ideally, the vendor should have the following 4: HIPAA, GDPR, SOC 2, and PCI DSS.
• Pricing
  Understand whether the pricing is per-minute usage, subscription-based, per-agent charge, etc. This is important when it comes to scalability. For instance, per-minute usage might reach high costs with high volume. Ensure to discuss the cost flexibility when becoming scalable and reaching millions of calls, potentially.
• Field Expertise
  Yes, all AI agent vendors offer the same product, but all of them have different clients and might be proficient experts in certain industries. Therefore, asking the team of the vendor during the demo call what their expertise is might be crucial, since this means the development of your AI agent might be faster, guaranteed to be compliant, and error-free.
• Integration.
  This one is very important since you want your AI phone calls to happen automatically whenever you have a new lead appearing in your CRM or any other trigger actions. Make sure the vendor supports integration with your CRM, your telephony provider, and any other tools that you need (calendar, etc.).

Future Trends and Evolving Capabilities

The last thing to consider when deciding to purchase AI phone numbers is the future trends (especially regarding regulations).

Good news, the technology is evolving – especially the voice cloning technology, which points to the appearance of super-realistic AI voices. With the development of the LLM models (OpenAI, Claude, etc. other updates), the AI Agents are on the way to become hyper-personalized and be able to handle any objections. Also, with the development of all the integration providers, more analytics is about to come (more rich data on the customer call, which will help you to analyze your customers faster, get unique insights about the conversations, trends, etc.)

However, one thing to be aware of is the regulatory changes regarding AI ethics in telephony. There are already more regulations being put in place. For instance, in February 2024, FCC established that all phone calls made with AI-generated voices need prior consumer consent to receive artificial calls. Moreover, there are requirements such as the need to disclose the use of AI during the call to the user, have the opt-out option for the user, etc. – mostly the same rules as for usual telemarketing calls. Therefore, if you just adhere to those recent updates and regulations, making AI phone calls is legal.

The only potential risk is a big rise of deepfakes, which makes the regulations be tighter. For now, however, every successful business uses AI phone numbers to scale.

FAQ

What is the difference between AI phone numbers, virtual numbers, and traditional business lines?

• AI phone numbers use AI to make conversations and VoIP/SIP technology to make internet-based calls. Virtual numbers also use VoIP technology but do not use AI. Traditional business lines use regular non-internet-based lines to make calls, and the conversations are made by humans.

How secure and compliant are AI phone number providers?

• All the top vendors have all the necessary compliances. These are usually four: HIPAA (for health industry), GDPR (for personal information protection for individuals in the EU), SOC 2 (international standard for handling customer data), PCI DSS (for financial industries).

Can AI phone numbers integrate with my CRM/scheduling tools?

• Yes, if the vendor for the AI phone numbers provides that integration (which they usually do). Usually, vendors can integrate with your CRM, or common CRMs like Salesforce, HubSpot, etc., or common scheduling tools like Calendly. Next thing – most vendors also offer this integration to be no-code, which can be easy for your team if they are non-technical.

Do these systems require technical expertise to set up?

• Mostly, no. The vendors for AI phone numbers usually highlight on their website the “no-code” feature for building. However, if you plan to integrate with your specific CRM, you might need to have some developers on your team.

Can the system handle multiple languages?

• Vendors usually highlight on their page how many languages they support. Therefore, always check if your specific language is included as well, and preferably if they already had use cases with these languages and therefore are experts in that.

What if my needs grow over time? (scalability/expansion)

• That is great. One of the missions of AI phone numbers is to help you scale. AI Agents can provide 24/7 support to your customers, and scaling them can be done instantly. Hiring a human might require time for training and setup. Adding a new extra AI Agent might require a few seconds (probably just paying for more, that’s it).