Google Voice for business: 5 reasons everyone should get a number
For small and medium-sized businesses (SMBs), the line between professional availability and personal privacy is often blurred. You might be fielding client calls on your personal cell phone during dinner or missing critical leads because you are tied to a desk line. This is where getting a google phone number for your business bridges the gap. It provides a cloud-based phone solution that professionalizes your communication stack without the heavy infrastructure costs of traditional telephony.
Whether you are a solopreneur or managing a growing remote team, adopting Google Voice offers immediate operational advantages. It integrates seamlessly with the Google Workspace tools you likely already use, transforming how you handle customer interactions. In this guide, we will explore exactly what a Google Voice number is, how the Google Voice app functions, and why obtaining one is a strategic move for your business.
What is Google Voice Number?
A Google Voice number is a virtual telephone number provided by Google that allows you to make and receive calls, send text messages, and manage voicemail over the internet. Unlike a traditional phone number, which is hardwired to a specific SIM card or a physical wall jack, a Google Voice number lives in the cloud.
It utilizes VoIP (Voice over Internet Protocol) technology. This means that your voice calls are converted into digital data packets and transmitted over your Wi-Fi or mobile data connection. The result is a phone number that is device-agnostic: it works on your smartphone, your tablet, your laptop, and even compatible desk phones.
For SMBs, this serves as a professional front door. It allows you to maintain a local presence with a specific area code regardless of where your physical office—or home office—is actually located.
Features
General Features
Devices
Calling
Advanced Calling
Pros & Cons
Pros
Cons
How Does a Google Voice Number Work?
To understand how does Google Voice work, you first need to look at the underlying technology. It is a cloud-hosted PBX (Private Branch Exchange) system. When you sign up, you choose a number that belongs to you and your business.
You then “link” this virtual number to your actual physical devices—your mobile phone (Verizon, T-Mobile, etc.), your office landline, or your computer.
The Call Flow
- Incoming Call: A customer calls your Google phone number.
- The Cloud Switch: Google’s servers receive the call instantly. Based on your settings, they forward this call to the devices you have selected.
- Simultaneous Ring: You can set it so that your mobile phone, your office desktop, and your partner’s tablet all ring at the exact same time.
- The Pickup: You answer on the device closest to you. To the caller, it sounds exactly like a standard phone call.
If you are interested in the deeper technical mechanics of internet-based calling, you can read more about what is a VoIP phone system to understand how this technology replaces traditional copper wires.
1. Professionalism and privacy separation
One of the primary benefits of google voice is the ability to separate your personal life from your business operations. Many small business owners make the mistake of using their personal mobile number for customer contact. This not only invites interruptions during non-working hours but also lacks the professional polish that builds trust with new clients.
Establishing a local presence
When you select your number, you can choose an area code that aligns with your target market. If your business is based in Ohio but you want to target clients in New York City, you can select a 212 or 646 area code. This geographic targeting signals to customers that you are a local, accessible entity, which increases the likelihood of them answering your outbound calls.
Protecting your personal data
When you call clients using the Google Voice app, your personal cell number remains hidden. The client sees only your business identity. This layer of privacy reduces the risk of spam calls to your private line and ensures that when your phone rings, you know instantly if it is a business call or a personal one. The app will display a specific notification, allowing you to answer with your “business voice” rather than a casual “hello.”
2. Cost-efficiency and low barrier to entry
Budget constraints are a reality for every SMB. Traditional phone systems often require expensive hardware installation, maintenance contracts, and significant upfront capital. The google voice number cost structure is designed to eliminate these barriers.
Is Google Voice free?
A common question is: is Google Voice free? The answer depends on your usage.
- Personal Use: Yes, there is a free version for personal Google accounts. However, this version lacks critical business features like ring groups, desk phone support, and verified ownership of the number. It is not recommended for business use as you could lose the number if your account is suspended.
- Business Use: For business, Google Voice is a paid add-on to Google Workspace. Plans typically start at $10 per user/month.
Predictable pricing models
Comparing this to legacy carriers that may charge for long-distance minutes or add hidden fees for “business lines,” the cost savings are substantial. The subscription model covers domestic calling and texting in the US and Canada. This flat-rate structure allows for predictable monthly expenses, which is vital for cash flow management.
However, you must ensure you have a robust internet connection. Since the service relies on data, your call quality is only as good as your bandwidth.
3. Advanced mobility for remote teams
The modern workforce is increasingly mobile. Employees need to be reachable whether they are at a client site, in a home office, or commuting. What is Google Voice used for in this context? It is used to decouple your phone extension from a physical desk.
Seamless device switching
One of the standout features of the Google Voice app is the ability to answer calls on any linked device. You can start a conversation on your office desktop and transfer it to your mobile device as you walk out the door without interrupting the call. This continuity is vital for sales teams who cannot afford to disconnect from a hot lead just because they need to drive to a meeting.
Multi-site deployment ease
For businesses expanding to new locations, setting up communication systems used to be a logistical nightmare. With Google Voice, you can provision numbers for new employees in minutes, regardless of where they are located. This capability simplifies the process of deploying VoIP in a multi-site environment, allowing you to scale your workforce without waiting for technicians to run wires.
4. Built-in AI and productivity features
Google leverages its dominance in artificial intelligence to enhance the voice experience. These features are not just “nice to have”; they save actual man-hours by automating mundane tasks.
Voicemail transcription
Listening to voicemail takes time. Google Voice automatically transcribes voicemails into text and emails them to you. This allows you to scan the content of a message during a meeting or in a noisy environment and prioritize which callbacks are urgent. The accuracy of these transcriptions continues to improve, utilizing the same speech-to-text engines found in Google Assistant.
Spam filtering and call screening
Unwanted robocalls distract employees and waste time. Google Voice uses an advanced spam filter to identify and block known spam numbers before your phone even rings. Additionally, the “Call Screening” feature prompts unknown callers to state their name before the call connects. You can hear the caller’s name and decide whether to answer, send to voicemail, or block the number—all before saying a word.
5. Scalability and integration with Google Workspace
Why use Google Voice if you are already using other Google tools? The answer lies in ecosystem synergy. As your business grows, your communication needs become more complex. You might start with a single line but eventually need a system that supports departments, customer support queues, and after-hours routing.
Ring groups and auto-attendants
The paid business tiers allow you to set up ring groups (hunt groups). This means when a customer calls your main sales line, it can ring all sales agents simultaneously or sequentially until someone answers. This feature significantly reduces wait times. You can also configure an auto-attendant (“Press 1 for Sales, Press 2 for Support”) to route calls efficiently.
Google ecosystem synergy
If your company uses Google Calendar, Gmail, and Google Meet, Google Voice fits naturally into that workflow. You can place calls directly from your Gmail inbox or set your “Do Not Disturb” status to sync automatically with your working hours in Google Calendar. This integration reduces context switching—the mental drain of toggling between different apps.
To see how Google’s suite compares to its biggest rival in terms of overall business value, you can review our comparison of Microsoft 365 vs Google Workspace.
Google Voice vs. competitors
While Google Voice is a strong contender, it is not the only player in the market. It is essential to compare it against other robust VoIP solutions to ensure it fits your specific needs.
For instance, platforms like Vonage or RingCentral offer extensive API integrations and global support that might better suit larger enterprises or those with complex custom needs. You can read a detailed RingCentral vs Vonage comparison to see how they stack up regarding advanced call center features.
Limitations to consider:
- CRM Integration: Google Voice integrates perfectly with Google apps but has fewer native integrations with third-party CRMs (like Salesforce or HubSpot) compared to competitors. If your business relies heavily on a CRM, you should check our guide on how to choose the perfect CRM to ensure your phone system will connect with it.
- Support: Google’s support for lower-tier plans is often community-based or chat-based, which might be insufficient for businesses requiring 24/7 phone support for critical outages.
How to get a Google phone number for business
Knowing how to get a google phone number is the first step toward modernizing your communication. The process is straightforward, provided you have a Google Workspace account.
- Verify eligibility: Ensure you have a Google Workspace license. You cannot add a business Voice plan to a free Gmail account.
- Sign up: Go to the Google Voice for business page and select a plan (Starter, Standard, or Premier).
- Choose your numbers: You can select new numbers by city or area code. If you already have business numbers, you can initiate a porting request to bring them over to Google Voice.
- Assign licenses: In the Google Admin console, assign Voice licenses to the specific users who need them.
- Configure settings: Set up your voicemail greetings, working hours, and ring groups via the Admin console.
- Deploy apps: Instruct your team to download the Google Voice app on their smartphones and log in with their corporate credentials.
How Much Is a Google Voice Phone Number? (2025 Pricing Update)
One of the most common questions is how much is a google voice phone number? The answer depends entirely on whether you are a casual user or a legitimate business.
The “Free” Plan: Why It’s Not for Business
Yes, there is a free version of Google Voice. However, it is strictly for personal use in the US.
- The Risk: Google’s algorithms aggressively monitor free accounts. If they detect commercial usage patterns (like making high volumes of cold calls or sending similar texts to multiple people), they can suspend your account and revoke your number without warning.
- The Limitation: You get no customer support, no ownership of the number (Google technically owns it), and no ability to add colleagues.
Google Voice for Workspace: The Professional Choice
For SMBs, you need the paid version, known as Google Voice for Google Workspace. This requires a base Google Workspace subscription (starting at ~$6/mo) plus the Voice license.
Google Voice Plans & Pricing
| Starter | Standard | Premier | |
| Features | $10 USD (per user/month) | $20 USD (per user/month) | $30 USD (per user/month) |
| Unlimited text messages* (in available markets) | V | V | V |
| Forward calls to linked numbers | V | V | V |
| Voicemail transcripts | V | V | V |
| Do not disturb based on Calendar working hours | V | V | V |
| Identify incoming Google Meet calls | V | V | V |
| Mobile apps: Android and iOS | V | V | V |
| Web application | V | V | V |
| Technical support | 24/7 | 24/7 | 24/7 |
| Service Level Agreement (SLA) | V | V | V |
| Use and activity reporting | V | V | V |
| Calls to the US from any Google Voice number | V | V | V |
| Calls to Canada from a Canadian or US Google | V | V | V |
| Calls to most European countries from within Europe | V | V | V |
| Google Fi Compatible (US only) | V | V | V |
| On-demand call recording | V | V | V |
| SIP Link | V | V | |
| Desk phone and ATA support | V | V | |
| Auto attendants | V | V | |
| Desk-phone compatibility | V | V | |
| eDiscovery for calls, text messages, and voicemail | V | V | |
| Ring groups | V | V | |
| Export Voice activity to BigQuery | V | ||
| Ad-hoc user call recording | V | Automatic |
Critical Features for Small Businesses
Text on Google Voice: Rules and Limitations
Using text on google voice is a powerful way to communicate with clients, but it comes with strict “Conversational” rules.
- Conversational Only: Google Voice is designed for 1:1 dialogue. It is not a bulk marketing tool.
- The Limit: If you try to send the same “Special Offer” text to 50 customers, your messages will likely be blocked, and your account flagged for spam.
- Group Texts: Group messaging is limited (usually up to 7-8 participants).
- MMS: You can send images, but video attachments are often compressed or fail depending on the carrier.
Pro Tip: If you need to run SMS marketing campaigns, do not use Google Voice. Use a dedicated SMS marketing platform that complies with A2P 10DLC regulations.
Advanced Call Management
- Ring Groups (Standard Plan+): This feature allows you to create a “hunt group.” For example, when a customer dials your main number, you can set it to ring the “Sales Team” group. All three of your sales reps’ phones will ring simultaneously; the first to answer takes the call.
- SIP Link: This allows you to connect robust, third-party IP hardware to Google Voice, leveraging the SIP Protocol for high-fidelity audio setups.
AI-Powered Voicemail & Spam Protection
Google leverages its massive AI capabilities to offer best-in-class voicemail transcription. Instead of listening to a 3-minute ramble, you can read the text summary in your email or app. Furthermore, Google’s spam filter automatically shunts known robocalls to a separate folder, saving your team hours of distraction.
Security Alert: What Is Google Voice Verification?
There is significant confusion—and a dangerous scam—surrounding the search term what is google voice verification. We need to distinguish between the legitimate process and the fraud.
The Legitimate Process
When you first set up your account, Google needs to verify that you are a real person with a valid US phone number. They will send a 6-digit code to your personal cell phone. You enter this code into the Google Voice setup screen to “claim” your new virtual number.
The “Google Voice Verification Code” Scam
This is a rampant social engineering attack.
- The Setup: You list an item for sale on Craigslist or Facebook Marketplace (or post about a lost pet).
- The Bait: A scammer contacts you and says, “I want to buy this/I found your dog, but I need to verify you are real first. I’m going to send you a code from Google. Please read it back to me.”
- The Attack: The scammer is actually setting up a Google Voice account on their computer. They are telling Google to send the verification code to your phone.
- The Theft: When you give them the code, they use it to verify their fraudulent account using your phone number. They effectively hijack your phone number’s ability to create a Google Voice account and use the new number to scam others while hiding behind your identity.
Golden Rule: Never, ever share a 6-digit Google verification code with anyone who asks for it. Google will never ask you to share this code.
How to Safely Verify Your Own Number
If you are setting up your own account, only enter the code into the official voice.google.com website or the official Google Voice app.
Step-by-Step: How Do I Get a Google Phone Number?
If you are ready to proceed, here is exactly how do i get a google phone number for your business.
Prerequisites: A Google Workspace account (recommended for business) and a valid US cell phone number for verification.
- Sign Up: Navigate to the Google Voice for Business page and select your plan (Starter, Standard, or Premier).
- Admin Console: Log into your Google Admin Console. Go to Apps > Google Workspace > Google Voice.
- Add Location: Set your primary business location (this determines your area code availability).
- Assign Licenses: Click on “Users” and assign a Voice license to yourself and any team members.
- Get a Number:
- Google will prompt you to select a new number. You can search by city or zip code.
- Porting: If you already have a business number, select “Port” to transfer it. Warning: Do not cancel your old service until the port is 100% complete.
- Verify: Enter your personal mobile number to receive the verification code.
- Download: Install the Google Voice app on your iOS or Android device and sign in with your Workspace email.
For Google Chrome, Firefox, Microsoft Edge, and Safari browsers only:
- Find the welcome email Google Voice sent you.
- Go to voice.google.com.
- Sign in to the Google Account from your work or school.
- Follow the instructions.
If the Google Voice app doesn’t appear in your Google apps in Chrome, you can add it.
- Go to voice.google.com.
- In the top right, click Google Apps Dial.
- Under Voice, click Add a shortcut.
For Android
- Find the welcome email Google Voice sent you.
- Follow the instructions to download the Voice app.
- Open the Voice app.
- Sign in to the account from your work or school.
- Follow the instructions.
For iPhone & iPad
- Find the welcome email Google Voice sent you.
- Follow the instructions to download the Voice app.
- Open the Voice app.
- Sign in to the account with your work or school email address.
- Follow the on-screen instructions.
Related Articles
It’s Easy to Setup Your Google Voice Number
Manage calls to your business line 24/7. Establishing a new Google Voice number lets you make and receive calls at voice.google.com or through the Google Voice app.
From your Google account simply go to the Google Voice website, download the Google Voice app from the Google Play Store or Apple App Store (Android or iOS, respectively), select a new number, link it to your cell phone, and get started.
Why Not Google Voice?
Even though Google Voice is a game-changer for many business owners, you may not want to be fully reliant on it. Google Voice is considered an entry-level VoIP system and is limited in its features.
Google Voice is easily scalable for quick setup of new employees – no need to buy additional equipment.
Before you ditch your landline, consider your call volume and the number of employees. Do you have more than 10 employees? Do you need to make and receive international calls? If so, Google Voice may not fully support your needs.
You also must have enough bandwidth to handle concurrent phone calls and teleconferences, as well as manage your day-to-day web-based processing.
FAQ
Can I use Google Voice without a cell phone number?
To create an account, you strictly need a US physical phone number for verification (to prevent fraud). Once the account is set up, you can technically unlink the number and use Google Voice purely over Wi-Fi/Data, but you must have that initial number to get started.
Is Google Voice HIPAA compliant?
The free personal version is NOT HIPAA compliant. The paid version (Google Voice for Google Workspace) can be made HIPAA compliant. You must sign a Business Associate Agreement (BAA) with Google via your Workspace Admin console before using it for patient data.
Does Google Voice work internationally?
You can use the Google Voice app to make calls over Wi-Fi from anywhere in the world. However, the service is currently only available for purchase and setup by customers in the US, Canada, and select European countries.
What happens if I stop paying for Google Workspace?
If you cancel your Workspace subscription, you lose access to your Google Voice number. You must port your number out to another carrier before you cancel your account, or you risk losing the number permanently.
Can I receive verification codes from banks on my Google Voice number?
This is hit-or-miss. Many banks and services (like Uber or WhatsApp) refuse to send 2FA (Two-Factor Authentication) codes to VoIP numbers because they are considered less secure than physical SIM cards. It is safer to use your true mobile number for banking alerts.
