According to the Communications Fraud Control Association (CFCA), telecommunications fraud resulted in an estimated $38.95 billion in losses in 2023, marking a 12% increase compared to 2021. This figure represents approximately 2.5% of global telecom revenues.  A significant portion of this fraud involves VoIP numbers, a tool that scammers have come to rely on.  Why is VoIP such a standard tool for scammers? Because it gives them everything they need. VoIP numbers are easy to obtain, inexpensive to use, and difficult to trace.  With caller ID spoofing, VPNs, and fake registration details, fraudsters can appear legitimate while hiding their true identity. This makes VoIP the ideal tool for phishing attempts, fake vendor calls, and fraudsters posing as government officials. For businesses, this is far bigger than just an IT concern. One unverified VoIP call can lead to a data breach, stolen funds, or a loss of customer trust. And when that happens, it’s not just your security team dealing with the fallout; your entire company feels the impact. That’s why VoIP traceability matters. It helps you identify risks early, prevent fraud before it spreads, and maintain compliance with legal and industry standards.  In this blog, we will show you why tracing VoIP calls is essential for your business and how you can do it effectively to keep your company safe.    

Key Takeaways VoIP fraud causes significant business losses and requires urgent attention as part of an overall security strategy. Non-fixed VoIP numbers are harder to trace, which increases the risk of anonymous fraud and scams.  Effective VoIP tracing relies on combining technical tools, internal protocols, and legal support to ensure accurate and comprehensive results. Adopting STIR/SHAKEN protocols and analytics helps prevent spoofing and detect fraud early. Strong VoIP traceability supports compliance, safeguards data, and protects customer trust.

Types of VoIP Numbers and How They Work in Business Communication

VoIP numbers play a vital role in modern business communication, but not all VoIP numbers function the same way.  Below are the types of VoIP numbers and how they work:

Fixed VoIP Numbers

Fixed VoIP numbers link to a specific physical address. The service provider registers these numbers to a known location.  Businesses often use fixed VoIP numbers because they give credibility. These numbers are easier to trace because they are associated with a specific address.

Non-Fixed VoIP Numbers

Non-fixed VoIP numbers do not link to any physical address. Users can register them with only an email or a payment method.  They are popular among individuals who value flexibility or privacy. These numbers are more complex to trace because there is no record of their location.

How VoIP Numbers Operate

VoIP numbers work by converting voice into digital data. This data travels over the internet in small packets. The process allows users to make calls using computers, smartphones, or VoIP phones. It does not rely on traditional phone lines. Session Initiation Protocol (SIP) sets up and manages VoIP calls. It controls the start, progress, and end of each call. SIP ensures both parties connect at the right time. It also handles features like call transfer and hold. Real-Time Transport Protocol (RTP) carries the voice data during a call. It breaks the voice into small packets and sends them. RTP ensures the packets reach the other end in the correct order. This process helps deliver clear audio in real time.

The Importance of Tracing VoIP Numbers in Business Communication

Tracing a VoIP number is often necessary to protect yourself, your business, or to support legal processes. VoIP calls can originate from anywhere in the world, and while many are legitimate, others may be associated with fraudulent or harassing activities. Here are essential reasons why tracing these calls matters:

1. Protect Against Harassment and Threats

Unknown VoIP numbers can be used for harassment, threats, or sending inappropriate messages. Tracing the source helps stop unwanted communication. It gives you the information you need to block or report the caller.

2. Stay Safe from Scams and Fraud

VoIP calls are commonly used in phishing and scam attempts. Fraudsters may pretend to be from trusted sources, like banks or government agencies. Tracing a VoIP number helps verify if the call is genuine. This can prevent financial loss or data theft.

3. Confirm Business Communications

Businesses receive many VoIP calls from customers, partners, or vendors. Tracing helps confirm the caller's identity. This is important for verifying transactions, agreements, or service requests. It ensures you do not fall victim to fake business calls.

4. Assist in Legal Investigations

Tracing VoIP calls can provide vital evidence in cases of fraud, stalking, or cybercrime. Law enforcement agencies rely on caller data to track suspects. VoIP traces may support criminal investigations and court cases.

5. Strengthen Security Measures

Every VoIP call carries technical details, such as caller ID, IP address, and CNAM (Caller ID Name). These details can reveal patterns of suspicious activity. By tracing calls, individuals and organizations can detect and prevent security breaches.

6. Prevent Repeated Spam or Robocalls

Many spam calls use VoIP numbers because they are cheap and easy to set up. Tracing the number helps identify the source. This can help in reporting the number to authorities or adding it to blocklists.  

Call Data Used in Tracing Caller ID Displays the caller’s number or name, though it may be hidden or faked. IP Address Shows the location of the device used for the call. CNAM Provides the registered name linked to the number. Other Data Includes call duration, background sounds, or network records that may give further clues.

 

Can VoIP Numbers Be Traced? Challenges and Realities

Tracing a VoIP number is possible. But it is not always easy. The success of tracing depends on the type of VoIP number. It also depends on the tools or methods used.  Fixed VoIP numbers are easier to trace because they are associated with a physical address. Non-fixed VoIP numbers are more difficult to trace because they are not tied to a specific location. The caller’s technical setup also affects traceability. Here are some of challenges faced by businesses in tracing these numbers: 

• Use of VPNs and Anonymizing Tools

Many callers use VPNs or proxy servers. These tools hide their real IP address. This makes it harder to determine where the call originated. Even if you obtain an IP address, it may still point to the VPN server, rather than the caller’s actual location.

• Caller ID Spoofing

Some callers change or fake their caller ID. This process is called spoofing. The number or name shown on your screen may not belong to the real caller. Spoofing tricks the receiver and makes tracing difficult.

• Non-Fixed VoIP Numbers

Non-fixed VoIP numbers are not linked to a physical address. They can be registered with just an email or a payment method. As a result, tracing these numbers yields little or no location information. This adds another layer of complexity when trying to find the caller’s identity.

How to Trace a VoIP Number: Methods That Work for Businesses

Tracing a VoIP call can be a challenging task. But some methods can help you find useful details about the caller. These methods are most effective when combined with suitable tools and the appropriate technical setup.

• Use a Reverse Phone Lookup

A reverse phone lookup lets you search a phone number in a database. The database may give you the caller’s name, address, or business details. Popular services include TrueCaller, Whitepages, Spokeo, and BeenVerified. To use this method, go to a reverse lookup website or app. Enter the VoIP number in the search bar. Review the results provided. Some platforms offer basic details for free. But detailed information often requires a paid plan. Keep in mind that this method may not always be practical. Many VoIP numbers, especially non-fixed ones, are not listed in these databases. Spoofed numbers will also show false details.

• Analyze Domain or Call Logs

If you have a VoIP system, check your call logs or dashboard for details. VoIP call logs may display the caller’s name, phone number, domain or IP address, call date and time, and call duration For example, a call log might display the domain “clientbusiness.com” or an IP address such as “203.0.113.12.” You can use domain lookup tools (such as ICANN Lookup) or domain-to-IP converters to find who owns the domain or where the IP is located. This method gives clues about the caller’s origin. However, the domain may sometimes appear encrypted or as a random string, making it difficult to trace.

• Packet Analysis (Deep Packet Inspection)

Packet analysis, also known as Deep Packet Inspection (DPI), examines the actual data packets transmitted during a VoIP call. These packets carry both the voice data and the call setup information. By reviewing them, you can learn technical details about the call’s origin and path. A tool captures the data flowing across your network. It filters VoIP traffic, focusing on protocols such as SIP, H.323, and RTP. You can view details such as source IP address, destination IP address, ports, and timestamps. Packet analysis can show the IP addresses of the caller and receiver, the ports used for sending and receiving voice data, and the sequence of packets helps confirm the call flow. This method is powerful but complex. It needs technical skill to set up the capture, apply filters, and read the results. IT teams, network security experts, or forensic investigators mainly use it. Most individuals lack the necessary tools and knowledge to utilize DPI effectively.

• Check Network Logs

Network logs record data about VoIP traffic on your system. Network devices, including routers, firewalls, and VoIP servers generate these logs. They provide details that can help trace the source and destination of VoIP calls. What network logs show:

• Timestamp: The exact date and time when the call started and ended. This helps track call activity over time.
• Source IP address: The IP address of the device that made the call. This can reveal the location from which the call originated.
• Destination IP address: The IP address of the device that received the call. This helps confirm where the call was directed.
• Call duration: The length of time the call lasted. This can be useful in identifying patterns or suspicious behavior.
• Protocol used: The type of protocol (such as SIP or RTP) used during the call. SIP handles call setup, like ringing the other phone. RTP carries the voice data once the call is connected.

Review your router or VoIP server logs. Filter the logs for VoIP-related traffic using port numbers (e.g., 5060 for SIP). Identify IP addresses and protocols used in the call. For example, you check your network logs and see a VoIP call from 192.168.1.10 (source IP) to 203.0.113.5 (destination IP) using SIP at 10:15 AM. The call lasted 5 minutes. This data helps you verify the call’s path and timing.

• Contact Your VoIP Service Provider

Your VoIP service provider keeps records of incoming and outgoing calls. These records may include IP addresses, call times, and connection details. You can contact customer support and request help. Providers may assist if there is a valid reason, like harassment or fraud.  But tracing is harder if the caller uses a VPN or proxy, the number is non-fixed and the number was not correctly registered. The level of help you get also depends on the provider’s policies and local laws.

• Law Enforcement Involvement

In serious cases, tracing VoIP calls often requires assistance from law enforcement. This is common in crimes like fraud, harassment, stalking, or identity theft. VoIP calls linked to these crimes may hide the caller’s true identity or location. Law enforcement has the authority and tools to conduct a thorough investigation. How law enforcement helps:

• Subpoenas and warrants: Authorities can request data from VoIP service providers. This may include Call Detail Records (CDRs), IP logs, or account registration details.
• Access to provider records: In many countries, providers are required by law to share this data upon request. The data helps trace the origin and path of suspicious calls.
• Cross-border cooperation: If a VoIP call comes from another country, local authorities may work with foreign agencies. International cooperation ensures the trace continues across borders.

VoIP Call Tracing: When Should Authorities Step In?

You should contact the authorities when a VoIP call poses a risk to your safety, security, or business. Not all unwanted calls require legal action, but certain situations demand immediate help from law enforcement. You need to contact the authorities if:

• You receive threats or harassment. If a caller uses a VoIP number to threaten, intimidate, or repeatedly harass you, report it. Authorities can help trace the caller and take action.
• You suspect fraud or scams. If the caller tries to steal money, personal data, or business information, contact the police or a fraud reporting center. VoIP calls are often used in scams because they are harder to trace.
• The call relates to illegal activities, such as suspected crimes like identity theft, stalking, or trafficking; law enforcement agencies are best equipped to investigate.
• There are repeated anonymous calls causing harm. A pattern of suspicious VoIP calls that affects your peace of mind or business operations should be reported to the relevant authorities. Authorities can work with service providers to trace these calls.

In such cases, law enforcement can issue subpoenas or warrants to VoIP providers, obtain call records, and work with international agencies if the call originates from abroad. It is also advisable to report these incidents to the Federal Communications Commission (FCC), the regulatory body overseeing communications and protecting consumers..

VoIP and Business Implications: Tips for Businesses

Managing VoIP traceability is crucial for maintaining your business's security and compliance. Here are essential tips to help you handle VoIP effectively in customer support, sales, and daily operations.

• Use VoIP Systems That Support Caller Verification

Choose VoIP providers that offer caller ID and verification features. These tools help confirm the identity of customers and partners during calls.  Verified caller details reduce the risk of falling for scams or fraudulent calls. Ensure your team knows how to verify caller information before sharing sensitive data.

• Log and Monitor All Calls for Security and Quality

Set up your VoIP system to automatically log every call. Logs should capture details like call time, duration, number, and the agent handling the call.  Regularly review these records to spot unusual activity. Call monitoring helps protect your business and ensures high-quality customer support.

• Keep Call Records for Compliance and Audits

Maintain complete call records to meet legal and industry requirements. Records can support audits, protect your business during disputes, and provide proof of agreements.  Store records securely, and ensure only authorized staff can access them. Set a clear retention policy that aligns with regulations.

• Create and Enforce VoIP Security Policies

Develop internal policies that guide employees on how to use VoIP systems. Require strong passwords and multi-factor authentication for all accounts.  Limit VoIP system access to staff who need it for their roles. Train employees to report suspicious calls or VoIP misuse right away. Schedule regular VoIP security audits to ensure policies are followed.

• Protect Customer Data in All VoIP Communications

Make sure VoIP systems are configured to encrypt calls and data. This prevents unauthorized access to customer information. Select providers that adhere to security standards such as GDPR or HIPAA, if applicable. Remind employees never to share sensitive information over unsecured calls.

• Adopt STIR/SHAKEN Protocols

STIR/SHAKEN protocols verify caller identities by adding digital signatures to calls.  This helps prevent caller ID spoofing and increases trust in the caller information displayed to your teams.

• Use Advanced Analytics for VoIP Monitoring

Deploy advanced analytics tools to monitor call patterns and network behavior. These tools can flag unusual activity, such as a high volume of short calls or calls from unexpected locations. This enables your business to detect fraud early and take swift action before it escalates.  

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Frequently Asked Questions (FAQs)

1. Can a VoIP number be traced back to the caller?

Yes, VoIP numbers can sometimes be traced back to the caller, but it depends on the type of VoIP number (fixed or non-fixed), the caller’s setup, and the tools or legal channels used.

2. Why do scammers prefer using VoIP numbers?

Scammers favor VoIP numbers because they are easy to obtain, low-cost, and difficult to trace. VoIP technology also allows caller ID spoofing and the use of VPNs to mask their true identity and location.

3. How can businesses trace a VoIP number?

Businesses can trace a VoIP number using methods like call log analysis, reverse phone lookup tools, packet inspection, and network logs. In serious cases, they may need to involve VoIP service providers or law enforcement.

4. What should businesses do if they receive suspicious VoIP calls?

Businesses should log the call details, verify the caller’s identity, and report the call if it appears fraudulent. They should also review their VoIP security policies and involve authorities if needed.

5. How can I protect my business from VoIP fraud?

Businesses can protect themselves by using caller verification tools, adopting STIR/SHAKEN protocols, monitoring call patterns with analytics, and working with reputable VoIP providers.