As a new, small, or mid-sized business, renting or purchasing an office is often your most significant expense. In most cases, if you’re unable to make rent, you’re out, your business is done, and you either have to start from scratch or find ways to cut funding dramatically.
So, what if we told you that you could work remotely but have all the benefits of a regular office for a fraction of the cost? That would allow you to seem equally professional as your competitors and still have a physical address to deliver your business mail.
This article will discuss virtual office solutions, beginning with what they are, a round-up of our top picks, the advantages and disadvantages of choosing a virtual office, and more.
Table of Contents
What is a Virtual Office?
A virtual office is a valuable service for small and medium-sized businesses or startups that need a professional office address without worrying about the costly commitment of private office space. With a virtual office, you get a professional address.
Virtual office services offer various tools, including phone numbers, answering services, live receptionists, mail forwarding, private hot desks, and customer support options.
Virtual offices are becoming increasingly popular due to the low overhead without sacrificing the key benefits of owning or renting an office space.
Many home-based businesses use a virtual business address instead of their home address with their clients, business cards, website, flyers, etc.
Best Virtual Office Providers
Okay, now that we’ve explained what a virtual office is, hopefully, you’re excited to see your available options. Below, you will find our top picks:
- Northwest Registered Agent
- Alliance virtual offices
- Opus Virtual Offices
- iPostal1
- Sococo
- Davinci
- Regus
- Office evolution
We will now explain these virtual office solutions in greater detail below.
Northwest Registered Agent
Northwest Registered Agent is a US business formation and legal services company that can provide you with a virtual address and virtual office service. The company offers a physical mail forwarding service and a virtual phone line for your business. You can choose locations: Wyoming, Florida, Delaware, Idaho, Texas, Washington, Montana, and many others.
Key features of Northwest Registered Agent include:
- Business Address and Mail Forwarding
- Low-cost Virtual Office plans
- Registered Agent Service
- Business Formation Services
- Business Support
- Compliance Monitoring
- Business Telephone Number
Pros:
- Northwest Registered Agent is a reliable and reputable provider of virtual office services.
- Mail forwarding service
- Excellent customer service
- VoIP Business phone number
Cons
- Northwest Registered Agent is only available in select locations in the US.
Northwest Registered Agent pricing starts at $29 for a US virtual office address. Registered agent service costs $125 annually, and VoIP for $9 monthly.
$0 state fees when you sign up using this link.
Alliance virtual offices
Alliance Virtual Offices is a virtual address and virtual office solution with 40+ countries to choose your address (United States, Mexico, United Arab Emirates, Netherlands, Canada, and UK).
Through its network of 1200+ global locations, Alliance Virtual Offices provides recognized business addresses, mail forwarding, office space, meeting space, live receptionist services, business phone numbers, and a virtual phone system.
With a virtual office plan, the mail is received by onsite receptionists and stored securely for local pickup, including the monthly fee.
Key features of Alliance virtual office services include:
- Locations available in most major big cities
- Business Address and Mail Services
- Virtual Assistants
- Friendly support
- Business Support
- Dedicated live receptionist
- Live Receptionist and Phone Services
- Meeting Spaces
Virtual office plans start from $49/mo.
Other services include:
- Live Receptionist service starting from $95/mo
- VoIP Business Phone Number $30/mo
- Meeting Room & Office Rental starting from $10/hour
- Co-working plans to start from $55/mo
Pros
- Choice of either a local or a toll-number
- Low-risk pricing options
- Premium business address
- Alliance Virtual Offices has locations in over 1,000 cities worldwide.
- Platinum Plus plans save clients up to 75% on meeting rooms or office space usage.
Cons
- Additional costs for some services like mail forwarding, virtual phone, and business number
Opus Virtual Offices
Opus Virtual Offices is the best virtual office service for beginners. They have +500 locations in the United States, Canada, and Puerto Rico.
Opus’s service allows business owners to set up their virtual offices. Their services include complete mail handling, virtual phone services, and a live receptionist. Also, they can convert all your faxes and voice messages into emails.
Key features of Opus Virtual Office Services include:
- Live Receptionist Answering Calls
- Business Address and Mail Services
- Live Receptionist and Phone Services
- Virtual phone and fax
- Premium Call Forwarding
- Voicemail Converted to Email
- Fax Converted to Email
- Business Credit Building
Opus’s flat pricing is $99 monthly with no hidden fees or extra costs. If you signup for a year of their virtual business address, you will get one month for FREE.
Additional Services Pricing
- Call Out Feature – $10/month
- Texting Feature – $10/month
- Toll-Number – $10/month
- Audio Conferencing Bridge – $10/month
- Additional Extension(s)/Voice Box(es) – $25/month per extension
- International Call Transfer – $10/month
Pros
- Best for new business owners.
- Straightforward signup process.
- They are located in all 50 states.
Cons
- Limited international coverage.
- Limited conference room availability.
iPostal1
iPostal1 virtual office services provide a complete business presence while working from anywhere. It is a physical location that serves as a prestigious mailing address. But it is unique because it comes with a digital mailbox service, phone forwarding, voicemail services, and dedicated electronic fax. All this for a meager price beginning at $39.99 per month.
A professional business address with a digital mailbox service and a local or toll-free phone is a huge benefit, especially for home businesses. iPostal1 virtual office packages are a fraction of the cost of renting an office or getting a mail address with a live answering service at a co-working space through other providers.
iPostal1 has over 2,500 locations at retail pack-and-ship stores and co-working spaces in professional office buildings.
Key features of iPostal1 virtual office services include:
- Professional business address
- Local or toll-free phone number
- Phone forwarding with voicemail messaging
- Full digital mailbox service for mail and package handling
- Excellent Customer Service
- All locations are real street addresses, including office buildings
Pricing
Virtual office plans start from $39.99/mo.
Pros
- Low-cost Virtual Office plans
- Office building addresses are available at co-working spaces
- Includes digital mailbox service plus local or toll-number
- Digital mailbox only plans are also available.
Cons
- iPostal1’s meeting spaces are only available in select locations.
- iPostal1’s phone and fax services may not be as robust as those offered by other virtual office providers.
Sococo
Sococo is an excellent virtual office solution for those operating and managing remote teams.
Key features of Sococo include:
- Choice of floor plan for your virtual office space
- Video conferencing within the platform
- Ability to share screens with others
- Real-time management
- Chat in-app or through a microphone
In addition, Sococo virtual office plans begin as low as $13.49 for a seat.
Pros
- Dedicated iOS and Android app
- The service can share multiple screens at once
- You can even choose office decor
- Sococo’s built-in communication tools can help teams work more efficiently and effectively.
Cons
- Sococo may not be suitable for larger teams, as the virtual office can become crowded and difficult to navigate.
- Some users have reported technical issues with the platform, such as poor video quality or lag.
- Sococo’s pricing can be expensive, especially for small businesses.
Davinci
Davinci virtual office solutions are great value for money and an excellent option for many businesses looking for a virtual office solution.
key features of Davinci include:
- A business support center
- Business address
- Mail forwarding
- Toll-number
- Live web chat
- Live answering and call forwarding
- Voice mail management
- Day offices
- Lobby directory
- Meeting rooms with A/V equipment, reliable wi-fi, and catering options.
Pros
- High-speed internet, if required
- Ability to forward your mail
- Registered Agent
- Cost-effective, beginning at $49 per month
Cons
- Davinci charges extra for some services, such as mail forwarding and additional phone lines.
- Depending on the location, Davinci Virtual Offices may have limited availability for conference room rentals.
URL: https://www.davincivirtual.com/
Regus
Regus is a global provider of virtual office services that offers businesses a range of solutions to help them establish a professional image and operate more efficiently.
Key features include:
- Business Address
- Mail handling and forwarding
- Phone answering and forwarding
- Meeting rooms and office space
- You can access their global network of business lounges and offices, providing you with a professional workspace wherever you go.
Pros
- Regus’s global presence makes it easy for businesses to find virtual office solutions in different locations.
- Regus offers a comprehensive suite of virtual office services, making it easy for businesses to find everything they need in one place.
- Regus provides businesses with access to meeting spaces, which can be helpful for businesses that need to meet with clients or colleagues in person.
Cons
- Regus services can be expensive, making them less affordable for small businesses or startups.
- Some customers have complained about poor customer service from Regus staff.
- Regus has faced some negative publicity in the past for its billing practices and contracts.
URL: https://www.regus.com/en-us
Office evolution
Finally, Office Evolution is often considered the best virtual office space for small and mid-sized businesses in the United States. However, what makes it so good?
Key features of Office Evolution include:
- Personal mailbox (locked) or forwarded
- 24/7 workspace access
- Access nationwide
- Proper business address
Pros
- Flexible plans
- Conference rooms
- Dedicated support team
- Private office options
- Nationwide coverage
Cons
- While Office Evolution has locations within the US, it doesn’t have international locations compared to other virtual office providers.
URL: https://www.officeevolution.com/
Most Virtual Offices Asked Questions:
What type of services comes with the virtual office?
Services that may be included in a virtual office package can vary but often include a professional business address, mail and package handling, phone answering and forwarding, meeting room access, and administrative support.
What are the benefits of using a virtual office?
A virtual office can offer several benefits, including a professional business image, increased flexibility and cost savings, improved work-life balance, and access to administrative support.
The key advantages lie within the increased flexibility, essentially enabling you to run an office-like environment from anywhere in the world but still benefiting from a permanent mailing address and a valid phone number and phone system, allowing you to look and act professionally.
Is virtual office legal?
Yes. All virtual office services are legal, and you can use your virtual address on your articles of organization.
How does mail handling work with a virtual office?
You’ll receive a mailing address when you sign up for a virtual office. The virtual office provider’s staff will receive any mail or packages sent to that address, who will forward the mail to you or hold it for pick-up at their location.
How is phone answering handled with a virtual office?
Virtual office providers often offer phone answering services, where a receptionist answers calls on behalf of your business and forwards them to you or take messages. Some providers also offer additional features such as call screening and voicemail.
Can I use a virtual office for meetings or events?
Many virtual office providers offer access to meeting rooms, conference rooms, and other shared spaces that can be used for meetings or events. These spaces are often available for rent on an hourly or daily basis.
How much does a virtual office cost?
The cost of a virtual office can vary depending on the provider and the services included in the package. Some providers offer basic packages for as low as $40 per month. In contrast, more comprehensive packages can cost several hundred dollars per month.
What is the cheapest virtual office address?
The cheapest virtual office address provider is iPostal1. Their plans start at $39.99 for a business address, phone & fax number.
Can I use a virtual office as my registered business address?
Yes, many virtual office providers offer the option to use their address as your registered business address for official correspondence and legal documents.
Can I open a bank account with a virtual office address?
Yes. Most banks and credit card companies allow virtual mail addresses to be used as your personal address on the account.
How to choose the best virtual office service?
Knowing which is best for you cannot be easy with so many virtual office options available. However, this generally comes down to a few points:
- Where is the permanent mailing address?
- How much does it cost?
- Do you receive any other benefits or commodities?
- How good is the customer service?
It would be best to ask yourself these questions before picking a service, especially about customer service. If you use virtual receptionists and others, then these need to be friendly, leaving a good impression as all customers will interact with these people.
How to get a virtual office address?
- Claim your virtual address from one of the above providers.
- Choose a physical location for your mailing address.
- Pick the right plan for your needs.
- Fill USPS 1583 form and notarize the document.
- Use your new virtual address on your articles of organization.
How to set up a virtual office service?
Setting up a virtual office may be difficult, especially if this is the first you’ve heard about them. However, it isn’t that difficult.
To begin, you need to pick an ideal virtual business address, you need to hire a virtual assistant (some virtual offices come with staff), and then you need to submit your company name and description. After that, the rest is pretty straightforward, with your chosen virtual office service walking you through the rest and ensuring the setup process is a breeze.
After signing up for your virtual business address, you can use your new business address as your company address. You can list it on your company’s documents, website, flyers, or business cards.
We hope you enjoyed this article. If so, you might enjoy these resources:
