Set up a virtual office in the USA- everything you need to know

Entrepreneurship comes with a broad spectrum of challenges. Most of the innovative minds hesitate to tread on the entrepreneurial path due to financial constraints and limited resources. Moreover, USA appearsc as an unreachable star for many who wish to set up a business there.

Don’t kill your entrepreneurial dream instead take the work out of the brick and mortar office. Enter a more flexible and convenient space to work by setting up a virtual office in the USA.

Currently, 170 companies in the U.S. operate 100 percent virtually. ( Information source)

Yes, you can appear as a fully functioning organization in a high-profile district of USA without spending a fortune. No need of leasing commercial property or working within limitations. Choose your preferred location, use an internet enabled device and work freely without any hindrances.

Set up a virtual office in the USA


How does virtual office works?

How does virtual office works?

Based on your requirements you can select your preferred packages and hire virtual address, phone number, PA and other office-related services. You don’t need to worry about any long-term commitments most of the service providers offer pay as you go flexibility. So, effortlessly subscribe to the services as per your convenience and create a professional image without any hassle.

Why setting up a virtual office in the USA is a good idea?

Setting up a virtual office doesn’t only save your money but provides ample opportunities to explore, experiment and grow. You aren’t confined to anything, so you can fearlessly take risks and see what works. If you are unable to achieve desired results you can think about tweaking your strategies and trying new things as the investments are low. Target customers from different states of USA and find out from where are your getting maximum profits. The best part is that the virtual office attracts naïve and experienced professionals as they prefer working in a flexible workspace

According to a 2017 Gallup survey, employees who spent some time working virtually were slightly more engaged than those who worked remote or in-office 100 percent of the time. (Information source)

Here are the reasons why you need to set up a virtual office:

1. Makes work and life easier

As per a survey, 74.3% of people have experienced an increased quality of life since they started working remotely.

  • The virtual office helps you in maintaining a work-life balance.
  • You have more control over your schedules.
  • You can save time on commute and focus on things that matter for your business as well as personal life.

2. Increased productivity and more opportunities

“Productivity is never an accident it’s result of a commitment to excellence, intelligent planning and focused effort” – Paul Meyer

  • You can avoid unnecessary distractions and focus on your work by finding a calm place.
  • You can see your best performers as in a virtual office, your employees won’t have someone to cover their mistakes.
  • You can work with talents from different parts of the world.

3. Get a corporate identity

  • This is one of the biggest advantages of setting up a virtual office in the USA.
  • Virtual office establishes credibility and gives a proof of your existence.
  • It adds legitimacy to your business.
  • No matter whether you are a solopreneur or a startup with remote workers you can still give a professional feel to your business.

Key essentials for setting up a virtual office in USA

Don’t let geographical location be an obstacle in your business. Seamlessly deal with clients in the USA by setting up a virtual office there. Here are the vital elements for setting up a virtual office in USA.

1. Virtual address

What do you generally do when you need to find a vendor for any specific thing? Search on Google? This is what most of us do. For instance, I want to find a florist in Rochester. So, I’ll type my requirement on Google and choose a florist closer to my area from the displayed list.

Virtual address

Wouldn’t you want your company to appear in such search results? Getting a virtual office address helps in attracting the local customers of any specific region of USA that you want to target. A virtual address has a positive impact on the buying decision. Anyone would hesitate in trusting a company that is not in their area.

So, build a local presence by getting a virtual address for setting your virtual office and gain your customer’s confidence.

  • A virtual office in a well-known location makes you more approachable.
  • Customers feel comfortable in sending payments to a known location.
  • You can test different states of the USA for business without relocating.

1. US virtual phone number

The second essential thing for setting up a virtual office is a business number.  Instead of wasting your precious dollars on traditional telephone lines, opt for a more cost-effective option like virtual phone numbers. You can easily choose a service provider and get virtual numbers for multiple cities from the USA.

❖      Calling

By getting a US virtual phone number, you can make and receive calls from any part of the world yet appear as a local caller. Easily assign a number to your team residing in different locations and work together as one unit.

With a virtual phone number, you can-

Record calls

Often, we miss many details while speaking to a prospect or customer on a call. A good virtual phone number provider will offer the functionality to record your inbound and outbound calls. So that you don’t miss the vital information that can help you in closing a sales deal

  • By recording calls, you can keep track of each conversation you had with your prospects or customers.
  • Listen to the recorded calls and understand your prospect needs and concerns.
  • Share the recordings with the new hires and train them.

Transfer calls

One more excellent feature that comes with a virtual phone number is call transfer. Using this feature, you can collaborate with your team and easily transfer your sales calls to provide better assistance to your clients. For instance, you aren’t aware of a specific thing asked by your prospect on the call or the customer called in the wrong department. So, in such cases, the calls can be transferred to the right personnel holding expertise in the specific area.

Forward calls

By getting virtual numbers, you can avoid missing calls of your valuable clients. You get the flexibility to forward calls to your regular landline, desktop, mobile or tablet. So, when you are not available on your office desk, you can conveniently stay in contact with the prospect and customers by forwarding the incoming calls to your smartphone and never miss any sales opportunity.

❖      Text

Virtual phone number helps you in making the most of the text (SMS) channel. You can send multiple text messages to your customers and inform them about new features as well as offers. Most of the virtual phone service providers offer text templates so you can save time and convey your message efficiently. You can even send bulk messages to reach maximum people at the same time.

❖      Types of virtual numbers available

Virtual phone numbers are ideal for businesses who wish to avoid high international call rates. There are two types of virtual phone numbers. Based on your requirements you can select any of the two.

Virtual Local number

A local number has an identifiable area code that helps you in targeting specific locale without being physically present there. A local phone number makes it easier for your customers to reach you. Though you are in a different country still no extra cost (except for the local rate) will be applied to the caller. So, your customers can freely call you and get their queries resolved.

Virtual Toll-free

You can make your small business look like a full-established organization with a toll-free number. These numbers normally start with 1800, 877, 855, 844 and 833 dial codes. Toll-free numbers are easy to remember so you can display them on billboards and company websites.

2. Virtual assistant

An extra pair of hand is necessary to manage and grow your business. Hiring virtual assistants can ease your work and give you more time to focus on important aspects of your business. Virtual assistants handle a wide range of tasks like data entry, appointment booking, email management, database management, accounting and many more.

  • Virtual assistants are experts in their niche, so you get best-in-class talents at a lower cost.
  • They work around your schedule and provide exactly what you need.
  • You can pay only for the time you need their help.
  • Some service providers even allow you to try the virtual assistant free for 30 days to see if they meet your unique requirements.

3. Bank account

You managed to attract prospects with a local address and phone number but now how you will receive payments for your product? Set up a U.S. bank account online with Zolve. It is difficult to open a bank account in the US without being physically present there. Isn’t it?  Fright not, you don’t need to be a US resident for receiving payments. With the help on Virtual Bank accounts, you can make and accept payments from the US being in your home country.

The to-do list for successfully setting up a virtual office in the USA

Here is what you need to do for successfully setting up a virtual office in the USA

Plan your budget and finalize your requirements

Create a map to stay on track and reach your goals. Analyze and see what services you will require for your virtual office to avoid unnecessary expenses. Take control of your finances and plan your budget smartly to ensure you don’t end up spending more than what you are selling.

Research thoroughly about the service providers

Investing in a service is a crucial decision for your business, so take it wisely. Research about the service providers before purchasing their services. Read the reviews posted on various reviewing sites and then choose the best for your business.

Here are various service providers that you can explore:

  1. Virtual address- Regus, Servcorp, Davinci,
  2. Virtual phone number- Salesmate, RingCentral
  3. Virtual assistant- Equivity, Zirtual
  4. Virtual bank account- Paydek, B2B Pay

Test everything

Conduct a dry run once everything is set. Transfer calls to your teammates and check if you are facing any trouble. Call the virtual assistant from a local number to see how they are interacting with the customers. Test all the services and fix things in real-time to ensure your customers don’t face any trouble later.

Wrapping up

Setting up a virtual business is a big step. But it is the best way to turn your business dream into reality. You need to follow the right path and make some wise decisions. Put some efforts and research before taking any step. Fearlessly innovate and try new things to maximize your profits.

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