Virtual office services can help create an office-like environment while allowing employees to work remotely. They encompass services from answering phones and forwarding mail to virtual meeting rooms on demand.
In this article, we'll cover everything you need to know about virtual office services, including their advantages, disadvantages, and factors to consider when choosing one for your business.
Additionally, we’ve compiled a list of the top ten virtual office service providers, detailing their offerings to help you find the perfect fit.
Table of Contents
- What Are Virtual Office Services?
- How Does a Virtual Office Work?
- Virtual Office Services Advantages and Disadvantages
- Who Uses Virtual Offices? 3 Common Use Cases
- 10 Best Virtual Office Companies
- What To Look For in the Best Virtual Office Solution
- How To Set Up the Ideal Virtual Office in 4 Steps
- Wrapping Up on Virtual Office Services
- Virtual Office Services FAQs
What Are Virtual Office Services?
Virtual office services are services that allow businesses to work remotely by accessing various services via the Internet. In essence, a virtual office is a business process outsourcing (BPO) service. It allows businesses to establish a professional presence and work remotely without the expense of physical space.
Virtual office services also provide access to meeting rooms, coworking spaces, and other facilities on demand. They are particularly useful for businesses that operate remotely, have a limited budget, or require a prestigious business address in a prime location.
How Does a Virtual Office Work?
Although called a virtual business office, and with most operations done online, this concept works thanks to having a physical location (an address) that can receive your mail or calls on your behalf. Services typically provided by a company offering virtual office solutions include:
- A business address
- A professional virtual receptionist who organizes meetings in and outside of your virtual business office and communicates with customers and colleagues on your behalf
- Phone answering and voicemail services that manage incoming calls through a landline number
- Teleconferencing or video conferencing services
- Mail opening and scanning services where physical mail is sent via email
- Mail forwarding services
- Access to cloud-based tools such as file-sharing tools, project management tools or communication tools
- Customer support
- Data entry services
- Back-office outsourcing services including bookkeeping, finance, accounting, recruitment, and hiring
Aside from an address, some virtual office providers offer complete physical spaces as part of their virtual services packages or as an additional service. In this case, you can also benefit from:
- Onsite receptionists
- Physical meeting rooms on demand where you can hold meetings with clients, investors, vendors, or team members
- Onsite professional amenities such as fax, copy, and printing services
Virtual Office Services Advantages and Disadvantages
Virtual office services provided by BPO agencies, offer numerous benefits but there are a few drawbacks to consider as well.
The advantages of virtual office services include:
- Established professional appearance
- Quick and easy setup
- Flexibility
- Access to additional services
- An added layer of privacy and security with no need to list your home address or phone number
The disadvantages of virtual office services include:
- A limited range of services
- Hidden fees
- Restricted access to desks and meeting rooms
- Reduced social interaction
- Challenges associated with building a connected team
Who Uses Virtual Offices? 3 Common Use Cases
Working in virtual offices worldwide offers benefits that almost every company can enjoy. However, certain industries are particularly well-suited for this type of office setup. Here are the three common industries and use cases for virtual office services:
1. Technology
Unarguably, the industry that sees the most benefit from using virtual office solutions is the tech industry. Since most of the work is done online, there is no need to spend resources on physical offices. However, when meetings with clients or team members are necessary, the option of getting a virtual office is the best call.
GitLab is a great example of a tech company that has sustained its remote work model for years. Since its creation, GitLab has allowed employees to work online and through virtual offices.
2. Social Media Management
Since social media is managed online, virtual office services can be beneficial for this industry. In social media management, most companies only need an online workspace to assign tasks and hold weekly meetings — the rest can be done from anywhere, at any time.
Take Buffer as an example. This social media management tool has helped big companies like Spotify optimize their posts and increase their social media following. And it all started online, operating in a fully virtual office space to accommodate their frequently traveling team.
3. Finance
Financial firms see huge benefits from transferring to virtual office services. A 2020 PWC study showed that 30% of financial firms had some employees working from home, and this number only increased as the COVID-19 pandemic spread.
In the financial field, a virtual business office offers greater confidentiality and discretion when transferring documents. Moreover, many financial firms today use different online tools and conduct meetings virtually, reducing the need for a physical area.
10 Best Virtual Office Companies
Here are our picks for the top 10 virtual office service providers with a proven track record and competitive offerings:
- Regus
- NW Registered Agent
- Intelligent Office
- Pacific Workplaces
- Davinci Virtual
- Office Evolution
- SERVCORP
- Opus Virtual Offices
- eOffice
- Telelink Answering Service
1. Regus
As a part of the International Workplace Group (IWG) network, Regus has created a business community of 2.5 million people around the globe. It offers both virtual and physical office spaces to businesses of different sizes and different eCommerce sectors, from coworking environments and meeting rooms to business lounges that can be customized to your individual needs.
Regus virtual office services include:
- Mail forwarding
- Choice of business phone number
- Call answering services
- Unlimited or pay-as-you-use calls from your business phone line
- Office or coworking spaces
- Administrative support
Regus offers a variety of packages, starting with a physical address and allowing you to add on services as needed. The prices are based on up to a 24-month contract and depend on the products and services you select and the location you choose.
2. NW Registered Agent
NW Registered Agent is a service provider offering business formation, registered agent services, and virtual address and virtual office services in several U.S. states including Washington, Florida, Wyoming, Texas, Delaware, Idaho, and Montana.
The virtual office services provided by NW Registered Agent include:
- A physical business address
- A unique suite number
- A virtual phone line
- A physical office lease
- Same-day mail scanning
- Weekly physical mail forwarding
The prices start at $29 per month for virtual phone service, Amazon address verification, physical mail forwarding, digital mail scanning, and a real office lease & unique suite number. You can add another phone number for $9 per month or opt for mail forwarding services for an additional monthly fee of $20.
3. Intelligent Office
With 25+ years of expertise in supporting businesses to be agile and asset-light, Intelligent Office offers a range of virtual services, including:
- A virtual address
- Phone answering
- A virtual assistant
- Physical office space
- Meeting rooms on demand
Intelligent Office’s virtual assistant is an integral part of the service, handling a wide range of responsibilities, from answering the phone and coordinating meetings to typing and gathering survey results.
Choosing one of the services or opting for a Virtual Office package allows you to align your needs with your budget. Keep in mind that these services are offered in only 21 states in the U.S. and three provinces in Canada.
4. Pacific Workplaces
Pacific Workplaces acts as the leader of virtual office services in Northern California. The company has supported over 15,000 virtual office clients.
Some of the services they offer include:
- A local phone number and unified messaging
- A receptionist during business hours
- Mail service
- Digital mail
- Call screening
- Package notification
- Meeting room discounts
Pacific Workplaces’ packages offer various features with different plans, depending on whether you choose private offices, coworking, virtual offices, or an all-access pass. It can go anywhere from $25 to $299, and the price may vary per location.
The company allows you to adapt the virtual office services to your needs by offering:
- Flexible month-to-month agreements
- Discounts on day offices and meeting rooms
5. Davinci Virtual
With over 20,000 meeting spaces worldwide and 5,000+ preferred partner center locations, Davinci Virtual serves over 40,000 virtual clients in the U.S., Canada, Central America, Europe, Asia, and Australia.
The company’s virtual office services start at $50 and include:
- A professional business address
- Mail receiving and forwarding
- Lobby directory listing
- Access to physical meetings and workspaces
- Internet and presentation tools
- A registered agent
- Business support center
- Catering options
Live receptionist packages start at $129 for the Business 50 Plan featuring services such as a local or toll-free number, live call answering, call forwarding and screening, voicemail, and an auto receptionist.
The premium plans range between $249 and $319 per month for the Premium 50 and Premium 100 Plan, respectfully, and include appointment scheduling, bilingual receptionists, order processing, administrative tasks, and more.
6. Office Evolution
With 80+ locations, Office Evolution is one of the largest providers of locally owned and operated flexible workspaces in the United States. From meeting rooms and shared workspaces to private offices and entire headquarters, the company offers productive and flexible solutions for startups and growing organizations.
In addition to the physical working locations, there are two virtual office products:
- Business address services
- Live phone answering services
Prices depend on the location you choose, the availability of the place, and the type of workspace you require.
7. SERVCORP
Represented in 20 countries, 41 cities, and over 150 locations, SERVCORP offers coworking spaces, meeting rooms, and offices to 50,000+ business clients that work in different fields, even international eCommerce.
The virtual office package it offers includes:
- A business address
- Telephone answering services
- Mail forwarding
- A secretary and receptionist
- Use of a physical private office for three days each month
- 3-hour access to a physical coworking space daily
- Access to the SERVCORP business community
The virtual office package prices start from $168 per month and vary depending on the location. Contracts are month-by-month, the first month is free and no security deposit is required when paying with a credit card.
8. Opus Virtual Offices
With over 650 locations across the U.S., Opus Virtual Offices offer services for a monthly fee of $99. The price includes:
- A corporate mailing address
- A company phone number
- A company fax number
- Voice-to-email conversion
- Fax-to-email conversion
- A live receptionist answering calls
- Call forwarding
- Business credit building
If you sign up for 12 months, you get one month free. In addition to the virtual office package, you can get a texting feature or a call feature showing your company’s number, a toll-free number, and an audio bridge or international call transfer, each for an additional $10 per month. Keep in mind Opus Virtual Offices does not offer physical workspaces.
9. eOffice
With over 250 coworking communities in 60 countries and 120 cities, eOffice offers tailored solutions for each business. In addition to the physical working environments, the company offers various virtual offices that can meet different business needs and budgets.
Depending on the location and the type of office you need, you can get a virtual space for as low as $25/hour. You can also arrange other virtual services like business address, call answering, call forwarding, message taking, and mail forwarding.
10. Telelink Answering Service
With a history of 55+ years and over 70 industry awards, Telelink Answering Service provides 24/7 live call answering services to thousands of companies across industries, from government and HVAC to healthcare and utilities. The virtual office services include customer support, call center services, call data, and reports.
The company offers three service plans:
- Entry: $275 for 100 minutes
- Enhanced: $290 for 100 minutes
- Enterprise: $550 for 250 minutes
Depending on the package, features include:
- Call scripts
- Call recording and storage
- Daily message reports
- Appointment booking
- Online customer portal
Every additional hour is billed at $100/hour. You can also add an advertising package for $20 per month, custom auto answering for $10 per month, advertising on hold for $10 per month, and more.
What To Look For in the Best Virtual Office Solution
With all of the different options out there, how do you know which one to choose? Here are the key factors to consider:
1. Specific Offering
Start with the basics: What exactly do you need? Look at each service’s offerings and ensure they align with both your current needs and potential needs as you grow.
2. Customization/Price
Some companies allow you to choose between various levels, options, and packages to customize your services. This bonus feature can help you cut costs by employing only the services you need and allow you to scale in the future by adding services as needed.
3. Location
Consider the provider’s location, if you plan to use their physical office space on top of their virtual services.
Opt for an address in an established business building and upscale district to boost your company’s credibility and offer your customers or clients a professional experience.
How To Set Up the Ideal Virtual Office in 4 Steps
Although beneficial, virtual offices can also take some time to set up. Follow these steps to avoid complications:
- Create a virtual office strategy
- Select a virtual business address
- Choose the tools and resources you need
- Opt for a virtual assistant
1. Create a Virtual Office Strategy
A strategy will help you identify the resources you need in terms of workspace, equipment, staffing, and more.
To do this, consider factors such as:
- The products and services you offer
- Your industry and competitors
- Your marketing and sales strategy
- Your organizational structure
- Your budget
2. Select a Virtual Business Address
Using a business address rather than a PO box or a home address can help you boost credibility and stay organized. From your preferred city to a high-profile business district, select a location that matches your company’s needs as well as the image you want to portray.
Your virtual business address is where you will:
- Receive your mail so it can be scanned and uploaded to your digital mailbox, viewed, stored, or shredded
- Hold meetings with clients and partners, if the provider offers physical meeting and conference rooms
3. Choose the Tools and Resources You Need
Research different virtual office service providers to explore each of their offerings.
Different providers may offer various services. Some can support your business through virtual phone systems for video calls, call center services, invoicing solutions, or cloud collaboration. IT support services companies can also help you set up tools tailored to your needs — be it a custom app or software.
Others center their services around a virtual assistant who can add another layer of personalization and professionalism to your brand.
Last but not least, some offer the possibility to combine the virtual office services you need with a physical space that would bring your office model closer to a hybrid model and increase flexibility.
4. Opt for a Virtual Assistant
Prialto’s yearly Executive Productivity Report showed that 35% of executives used a virtual assistant in 2023. Though not available in all packages, a virtual assistant can handle mail, phone calls, payroll, and other tasks for you, so you can focus on more pressing areas of business.
Based on the service you choose, a virtual assistant may handle:
- Recruiting
- HR management
- Customer service
- Marketing
- Meeting scheduling
- Data entry
- Payroll
- Supply orders
- Business trip planning
To help your virtual assistant settle into the role, be sure to set expectations and define responsibilities upfront. Keep training materials and other helpful documents easily accessible on shared platforms such as Google Drive, Microsoft One Drive, or iCloud.
Wrapping Up on Virtual Office Services
Seeing the growth of businesses’ online presence and remote work, it’s no surprise that the virtual business office market is rapidly growing and is expected to reach $137.64 billion by 2029.
Virtual office services allow you to conduct your daily operations remotely with the support you need, from answering phones to forwarding mail, setting up meetings, and planning business trips.
To find the virtual service provider that’s the right fit for your brand:
- Outline your company’s needs
- Research various virtual office service providers in your area
- Review the packages and pricing
- Match your demands and budget with the right provider
Virtual Office Services FAQs
1. Can I use a virtual office for meetings or events?
Yes. Virtual offices allow management, employees, and clients to organize virtual meetings and conferences. Moreover, some virtual office service providers offer physical spaces as part of their virtual service packages.
2. How much does a virtual office cost?
Virtual office cost depends on various factors — services your company uses, technology, customization, location, and contract length. On average, virtual office services range from $50 to $200 per month.
3. How long do virtual office agreements last?
This entirely depends on the company you hire to provide the virtual space for you. In general, a virtual business office is yours for a month. However, some companies provide yearly or biyearly contracts.
4. Can you create your own virtual office?
Of course. For that, you first need to determine your business goals and devise a strategy. Then, select the business contact info such as a virtual business address and phone, and provide all the tools and resources your employees need. You can also hire a virtual assistant to help streamline the whole process, as well as the ones that follow after you create the virtual office.
