- Overview of virtual office services
- Key considerations when choosing a provider
- Comparison of top virtual office providers
Q: Which virtual office provider should I choose? How do I know they are offering the best locations and quality services?
A: Virtual office providers differ from one to the next. As well as researching the types of locations, services, and plans available, check online reviews to find out what others think of your chosen virtual office provider. In addition to comparing virtual office providers, this article explains key factors to consider to help you make an informed decision when selecting a virtual office provider.
Everyone needs a place to work, but not every business needs a workplace.
Many businesses now operate remotely, enabling their team to work from wherever they are most productive.
But even remote businesses need certain elements of a workplace – most importantly, the address.
A business address must be used for certain company documentation, such as LLC articles of organization and for permits and licenses.
Some small businesses use a home address, but this raises privacy concerns.
A virtual office is a far safer and more professional alternative. But where do you start?
When it comes to comparing virtual office providers, we’ve got you covered.
In this article, we’ll explore how a virtual office works, what type of businesses use it, and what to consider when comparing virtual office providers.
We’ll also compare three different virtual office providers to help you understand what’s included with a virtual office plan, how much it costs, and any additional fees or extras to watch out for.
Let’s get started.
Understanding Virtual Offices
Virtual offices are designed with remote companies and home-based teams in mind.
As remote work has continued to grow in popularity, so too has the demand for virtual offices.
Currently around a third (35%) of workers with jobs that can be done remotely are working from home all the time.
This is up from just 7% before the pandemic.
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Yet this only relates to employed adults. When you count remote businesses and home-based entrepreneurs, that figure is expected to be much higher.
The question is, when you work from anywhere, where do you base your business?
It’s an important question because in business, your address is essential.
Without an address, you can’t register your business, file your tax documents, or even set up a bank account.
Some entrepreneurs use their home address, but this comes with limitations, security concerns, and risks.
That’s where a virtual office comes in.
A virtual office provides all the essentials you’d expect from a physical office — minus the full-time office commitment.
Think of virtual offices as remote office providers.
A virtual office is a flexible work solution that enables remote work without sacrificing the professionalism, convenience, and security of your own company office.
These business address solutions provide access to fully prepared office and meeting space, but only when you need it.
The rest of the time, you are free to work from home or wherever you feel most productive.
Meanwhile, your company operates from a recognized office with a physical street address and onsite management staff to receive mail and greet visitors.
Here are the core components of a virtual office:
- A professional business address to receive mail and use on company documents
- Onsite receptionists who receive, store, or forward your mail
- Fully equipped meeting or office space available on-demand
There are additional remote working solutions you can add to your virtual office, including:
- A live receptionist service to take care of calls and appointments
- A business number and phone system
- Inclusive meeting room usage
- Full-time access to coworking space
- Lobby listing
- Mail scanning services
- Print and copy services
And more.
Who uses virtual offices?
Any individual or organization can utilize a virtual office to set up a company office in a flexible and cost-effective way.
Virtual offices are particularly useful for individuals or companies that operate remotely.
It eliminates the cost inefficiency, commitment, and risk of a full-time workplace.
A virtual office focuses on the address because for many businesses, especially remote firms, that’s the main part they need from an office.
You need a business address for company documentation, such as LLC articles of organization, licenses, permits, marketing materials, and much more.
A virtual office address can be used for all these purposes.
What’s more, a virtual office helps individuals protect their home address.
Sole proprietors and entrepreneurs who use their home address for business are exposing their personal details to the world.
Not to mention, they are potentially blurring the line between their personal and business assets – which could lead to what’s known as ‘piercing the corporate veil’ in the event of a lawsuit.
Using a business address helps prevent that from happening.
A virtual office also enables businesses to strengthen their credibility.
Whether for applying for financial credit or building a professional profile in new markets, using a recognized office address is a surefire way to build credibility and solidify your reputation.
Therefore, during your virtual office comparison, remember to look for quality locations with prestigious addresses.
Imagine if a prospective client or investor looks up your business address on a map or search engine.
Seeing an office building is far more professional and reassuring than seeing a residential address.
In short, virtual offices enable businesses to create a commercial presence in a specific location, at a physical office building, but without the cost or commitment of maintaining a workplace.
Factors to Consider When Choosing a Virtual Office Provider
Now that you understand how a virtual office works, how do you go about finding the right one for your business?
What should you consider when comparing virtual office providers?
Choosing a location is just the start.
Just like every business service, not all virtual office plans – nor virtual office providers – are created equal.
First, let’s clarify the definition of a virtual office provider.
A virtual office provider is typically a business center that operates virtual office services, including mail services, meeting room provision, and onsite receptionist support.
The term ‘virtual office provider’ is also often used to refer to a network or marketplace where you can find and purchase a virtual office – including Alliance Virtual Offices.
Alliance partners with business center operators to provide a wide choice of virtual office locations all over the U.S. and globally.
Alliance provides full support for virtual office clients and provides a number of virtual office services that are not offered by business centers, including live receptionist and virtual phone services.
When looking for a virtual office, you can purchase through a marketplace like Alliance Virtual Offices or directly through a business center.
Whichever company you buy from, there are a number of important factors you should consider when comparing virtual office providers. We have outlined these below.
When choosing a virtual office provider, you should pay attention to:
- The quality of the business address. Is it in a desirable location that matches your expectations?
- The quality of the virtual office provider. Virtual offices from a reputable network, such as Alliance Virtual Offices, are based in professional business centers with onsite receptionist support, meeting and office space, and high-quality office amenities. In contrast, mailbox addresses are often found in retail centers with no onsite amenities or services.
- Accessing mail and meeting rooms. How easy is it to pick up mail and use meeting rooms? Is there a member of staff available during business hours?
- The range of services offered, including the frequency of mail forwarding and other services you may need, such as a lobby listing.
- The provider’s track record. What do clients say about the provider? Check online reviews such as Trustpilot to see how other businesses rate the quality of service.
- Compliance. Every virtual office center must be compliant with postal regulations. In the U.S., this means signing a specific document (USPS Form 1583) in front of a notary. Any virtual office provider or network that does not complete this step should be avoided.
- The support network. How easy is it to contact the customer service team, and what are their hours of operation?
- The availability of locations. Is there a good choice of locations in your chosen area, or in locations that align with your business goals? Consider whether you need a prestigious address for client perception or a strategic location for local presence.
- The ability to expand. Does the provider offer a good range of national and global locations should your business wish to enter new markets in the future?
- Assess the provider’s technology infrastructure. This should include secure online platforms and reliable communication tools at a minimum.
By considering these factors, you can make an informed decision when selecting a virtual office provider, ensuring that it aligns with your business objectives and enhances your professional image.
Virtual office providers differ from one to the next, as do the cost and flexibility of virtual office plans.
It’s important to understand the pricing structure of the virtual office you wish to buy.
There may be different plans, add-ons, and setup fees to consider.
Flexibility is also important.
How easy is it to scale your plan up or down?
How long is the initial agreement?
Above all, you need a quality support network should you need any help with your virtual office.
Your virtual office provider should provide a customer service representative who can assist with questions or concerns.
In the next section, we’ll run through some of these key components and compare three different virtual office providers.
Comparing Top Virtual Office Providers
Who offers the best virtual office services?
Let’s take a closer look at the virtual office plans, pricing, and support network of three separate virtual office providers:
- Regus Virtual Offices: a global flexible office company providing virtual office services.
- Davinci Virtual Office Solutions: a global virtual office marketplace.
- Alliance Virtual Offices: a virtual office network with partner centers in 1400+ locations globally.
Note: Regus provides virtual office services from its own business centers, while Davinci Virtual and Alliance Virtual Offices provide virtual office services via a network of partner centers.
While the business models differ, for the purpose of this article, we will refer to all of these companies as virtual office providers.
Regus Virtual Offices
- Who is Regus?
Regus, part of IWG Plc, was established in 1989. It provides virtual office services from its global network of flexible office centers.
- How many virtual office locations does Regus offer?
Over 4,000 locations globally. Regus’s website states that it has locations in “every major town, city, and transport hub.”
- What virtual office plans does Regus offer?
Regus offers 3 different types of virtual office plans:
- Business Address: A business address with mail handling. Mail can either be stored for collection, forwarded, or scanned and emailed/forwarded.
- Virtual Office: Includes the Business Address plan plus Virtual Receptionist services, a local phone number, business lounge access, and 2 days of office usage per month at the client’s selected center.
- Virtual Office Plus: Includes the ‘Virtual Office’ plan with 5 days of workspace access per month instead of 2 days, at any Regus location.
- How much does a Regus virtual office cost?
Prices start as follows:
- From $45 per month for a Business Address plan
- From $139 for a Virtual Office plan
- From $189 for a Virtual Office Plus plan
While it is possible to drill down into pricing details, Regus’s website prioritizes connecting you with an agent, which makes it challenging to view prices online.
- Does Regus charge a setup fee?
Regus’s terms and conditions state that an activation fee is payable for a Virtual Office. However, it is not clear how much the activation fee costs.
- How long is the initial term for a Regus virtual office?
Regus’s virtual office terms range from one month up to 24 months. The shorter the term, the higher the monthly cost. For example, a Business Address plan in Tulsa, OK, starts at $55 per month for a 24-month term or from $66 per month for a one-month term.
- What is Regus’s Trustpilot score?
Regus scores 3.7 out of 5.0 on Trustpilot (as of April 2024).
Davinci Virtual Office Solutions
- Who is Davinci Virtual Office Solutions?
Davinci Virtual Office Solutions, part of the Instant Group, is a virtual office marketplace that was established in 2006.
- How many virtual office locations does Davinci offer?
Davinci states that it offers over 1500 virtual office locations globally.
- What virtual office plans does Davinci offer?
Davinci’s standard virtual office plan includes a business address with mail and package receipt from onsite staff.
A variety of add-on services are available at an additional fee, including:
- Mail forwarding
- Lobby and directory listings
- Access to private offices and meeting rooms by the hour (a block of hours can also be purchased upfront)
- Corporate email/exchange
- Registered agent services
- Entity formation and operating agreement
- How much does a Davinci virtual office cost?
A standard Davinci virtual office starts from $49 per month excluding any add-on services such as mail forwarding. It is unclear how much the standard mail forwarding service costs.
- Does Davinci Virtual Office Solutions charge a setup fee?
Yes, normally $200 per virtual office.
- How long is the initial term for a Davinci virtual office?
Davinci’s initial virtual office term is six months. It then switches to month-to-month.
- What is Davinci’s Trustpilot score?
Davinci scores 4.4 out of 5.0 on Trustpilot (as of April 2024).
Alliance Virtual Offices
- Who is Alliance Virtual Offices?
Alliance Virtual Offices is a global network of virtual office and flexible work solutions that was established in 2007. It is part of the Alliance Business Centers Network that was founded in 1992.
- How many virtual office locations does Alliance Virtual Offices offer?
Alliance offers over 1400 virtual office locations globally.
- What virtual office plans does Alliance Virtual Offices offer?
Alliance offers two virtual office plans:
- Platinum: Alliance’s standard virtual office plan includes a business address at a professionally managed office center with secure mail receiving and storage. Access to meeting or office space is available on-demand by the hour at any Alliance location.
- Platinum Plus: Alliance’s premium virtual office plan includes monthly meeting room or office usage. Depending on location, between 4 – 16 hours of workspace usage is included each month. Read more about Alliance’s Platinum Plus plan here.
Alliance offers a variety of additional virtual office services, including:
- Mail forwarding
- Lobby listings
- Meeting room access by the hour (Platinum Plus includes a block of hours purchased upfront, saving approximately 70% on the hourly meeting room rate)
- Professional live receptionist services offering call answering, appointment scheduling, and a calendar management app
- Virtual Phone plan including a phone number and a business phone system
- How much does an Alliance virtual office cost?
An Alliance virtual office starts from $49 per month excluding any add-on services.
Mail forwarding, which is a core component of a virtual office, is competitively priced as follows:
- $10.00 per month for mail forwarding once a month
- $20.00 per month for biweekly forwarding
- $30.00 per month for weekly forwarding
- $70.00 per month for daily forwarding
Postage costs apply. Some centers may have slightly different pricing than those shown above, but any differences in pricing are shown clearly in Alliance’s online booking process.
- Does Alliance Virtual Offices charge a setup fee?
Yes, normally a one-time setup fee of $200 applies. Alliance’s monthly promotions typically reduce the price of the setup fee, sometimes to $0. Keep an eye on monthly promotions here.
- How long is the initial term for an Alliance virtual office?
Alliance’s initial virtual office term is six months. It then switches to month-to-month.
- What is Alliance Virtual Offices’ Trustpilot score?
Alliance Virtual Offices scores 4.4 out of 5.0 on Trustpilot (as of April 2024).
Conclusion: Choosing a Virtual Office Provider
All three companies in this article offer a global network of virtual office locations.
But there’s much more to a virtual office than just the location.
When comparing virtual office providers, we recommend spending time researching the quality of the provider as well as the quality of locations offered.
Alliance Virtual Offices provides a wide range of global locations combined with high quality virtual office centers. How? By operating a detailed and extensive center recruitment process that ensures quality standards.
At a minimum, Alliance Virtual Offices requires that every virtual office partner center provides:
- A high quality and easily accessible location
- Professional staff onsite during business hours
- Ability to receive, store, and forward mail reliably and securely
- Well-appointed meeting and office space
- Every center must also be a registered CMRA (Commercial Mail Receiving Agency), enabling them to legally handle mail on behalf of clients.
Alliance Virtual Offices ensures all centers conform to these requirements.
That means every virtual office within the Alliance network provides a prestigious and legitimate address that businesses can use for important purposes, such as company registration and licensing.
This not only builds credibility but also enables business owners to protect their home address by using their virtual office for company documentation, to receive mail, and on marketing materials such as business cards, social media, on their website and email footers, and in other public places.
What’s more, by ensuring that every virtual office provides high quality onsite meeting space, entrepreneurs can meet productively with clients, investors, or colleagues – while setting the right impression.
With monthly prices starting from just $49, a virtual office from Alliance ensures highly cost-effective office solutions that give companies the freedom to work from anywhere.
Discover more about Alliance Virtual Offices, purchase a virtual office online, and chat online with their friendly team at www.alliancevirtualoffices.com.
Further Reading:
- AllianceVirtualOffices.com on Davinci Virtual Offices
- Forbes on Traditional Workspace vs. Virtual Office
- Pew Research on Remote Work in the US
- Gallup on the State of Remote Work
- The Ultimate Guide to Setting Up Your Virtual Office Space
