Google Vox

Google Voice is Google’s Voice over Internet Protocol (VoIP) telecommunications application. The search giant has been rapidly expanding the platform since it launched in 2009—they more than doubled the number of daily users just a few years after launching. This popularity is mainly a result of people wanting to make free and low-cost phone calls.

Real-time meetings by Google. Using your browser, share your video, desktop, and presentations with teammates and customers. An experimental Google Assistant feature codenamed 'Guacamole' will give you the power to issue voice commands without having to preface it with 'Hey, Google.' That is, if the tech giant decides.

Google Voice can be used for business purposes as well, although it has some limitations. We spoke with small business owners to learn more about the pros and cons of using Google Voice as your company’s VoIP solution. We’ll also look at how users rate the tool.

What is Google Voice?

Google Voice is a hodgepodge of telecommunications services. It offers call forwarding, messaging, voicemail, and voicemail transcription, to name just a few features. They’re all controlled through a web-based platform similar to Gmail, Google’s popular email service.

How to set up Google Voice

To use Google Voice, you need to set up a Google account (if you don’t already have one for a Google service such as Gmail or Drive). After signing in to your account, you can go to the Google Voice home page and choose a phone number for your Voice account. Google offers a selection of numbers it has purchased in various area codes. Many area codes are unavailable, but new batches of numbers are added on occasion (and without notice).

The Google Voice number selection screen

Calls to a user’s Voice number will ring on whatever device—computer, tablet, smartphone—is signed in to the Google Voice account.

You can also use your device to place outgoing calls. Calls within the U.S. and Canada are free, and international calls are charged at competitive rates.

Most users choose to forward their Google Voice calls to another phone number rather than always leaving a device turned on and signed in to their account.

This call-forwarding function is typically how businesses that use Google Voice incorporate it into their telephony plans. For example, companies may publicize their Voice number as their official business number and have the app forward all calls it receives to the mobile or landline phones of employees.

Use this tutorial to learn how to easily set up a Google Voice account for personal or professional use:

That’s just one basic example of how businesses use Voice. Let’s look at the service in more detail.

How are businesses using Google Voice?

Businesses primarily use Google Voice in six ways:

As an answering service
To use a different area code
For handling high call volumes
For texting (SMS) and customer relationship management
For call screening and privacy
For instant messaging and video

As an answering service:

Using Voice as an answering service is popular with businesses for which missed calls can mean losing a client or a sale. This includes real estate and insurance agencies, and financial advisory and brokerage firms, for example.

“We use Google Voice specifically as our answering service,” explains Jon Clark, founder of Fuze SEO. “For us, we have discovered responding to web leads is vital to closing deals. As a result, if we are on the line or out of the office, the voicemail can be easily sent directly to a distribution e-mail address.”

Google Voice sends all their calls and email transcriptions of the voicemails to Fuze SEO’s sales staff, who can then quickly return the call.

To use a different area code:

When first signing up for a Google Voice account, users select their new number from a wide range of area codes. They do not need to choose their local area code—and in many cases, business users have good reason not to. Jennifer Martin explains how this flexibility helped her company, Zest Business Consulting.

“I was in the process of preparing to move from Bend, Oregon to San Francisco,” Martin says. “Initially, what I appreciated about Google Voice was the ability to choose a new business phone number with a 415 area code [San Francisco] before I actually arrived in the city. Existing clients could continue to reach me on my cell phone directly, and new clients could call [a local number] and reach me on the same cell phone through Google Voice.”

For handling high call volumes:

Too much of a good thing is usually still a good thing, but it also presents challenges. This is often the case with phone calls, especially for small businesses with rapidly growing client bases. Peggy Farren, a working photographer who also runs the training center Understand Photography, found a clever solution to the problem of high call volume.

“We are a small office; it’s just me and a few part-time helpers. I can’t possibly answer the 20- to 45-plus phone calls I usually receive in one day,” she says.

So Farren started using Google Voice, and set up her account to send transcripts of each voicemail message straight to the company email address. Through this streamlined process, Farren reports, she now saves many hours a day.

“In fact, more than 75% of the phone calls I [receive, I] answer via email,” she says.

For texting (SMS) and customer relationship management:

You might not think that businesses make use of text messaging, but they do—and with increasing frequency. Google Voice users can send and receive SMS text messages through their account, either from the Google Voice page itself or from one of many smartphone and computer apps that serve as front-ends for messaging.

The Voice account saves all of these texts on the website in a searchable, well-organized format (just like Gmail).

A Google Voice phone number can also integrate with some business applications, such as customer relationship management (CRM) software. Jeff Martin explains how texting and CRM integration work together for his business, Dog Sled Rides of Winter Park.

“Our reservation system automatically sends text messages to people who have reservations today, using our Google Voice number,” Martin says.

“In our reservation system, we can also click on a customer number to be connected on one of our cell phones via Google Voice. We can also click to text in our reservation system. We have multiple greetings recorded and can easily switch between them as needed.”

For call screening and privacy:

A Google Voice number can be used to hide a user’s personal number from their business contacts. By publicizing a Voice number and having all calls to it automatically forwarded to personal phones, business owners and employees can answer business calls on their own devices, without ever revealing their personal numbers to customers.

“I’ve used Google Voice for the past year for my business,” says Virginia Roberts of The Heartographer. “I started using it because as I started to grow and advertise, I had more unsolicited calls, and calls at inappropriate times. I didn’t want my personal cell or my home landline numbers printed so visibly.”

Robert’s solution was to publish the Voice number as her business number, and have those calls forwarded to her cell and landline numbers. Google also lets users set restrictions on when calls get forwarded.

For example, calls between the hours of 9 a.m. and 5 p.m. get forwarded to a cell phone; calls outside these times go straight to voicemail.

For instant messaging and video:

In September 2014, Google Voice integrated with Google Hangouts, which is Google’s instant messaging/video chat client. Google Hangouts offers free voice calling in some countries, with certain restrictions. For instance, calls to some numbers may incur a $0.01 per minute charge.

Hangouts users can also make free video calls to other Hangouts users and can set up 10-participant video conferences for free. With a Google Apps for Work account, the participant limit increases to 15.

These capabilities make Hangouts one of the best freemium communications clients out there for smaller businesses, though it’s still a far cry from a true unified communications solution.

What do users think of Google Voice?

Google Voice reviews on Software Advice (Source)

Users at our site have given Google Voice strong ratings, with a 4.25 out of 5 rating based on 56 reviews as of Oct. 1, 2019, with just four users rating it below average. Google Voice is rated highest in value for money (4.5) and ease of use (4.5), but suffers somewhat in the customer support category (3.5). Nearly all users—97%—say they would recommend the service to a friend or colleague.

What users love

We analyzed the 45 reviews left on Software Advice over the last two years and found three general positives.

✔ Simple interface. Users find Google Voice’s interface simple and easy to use. They say it makes work easier and improves efficiency.

✔ Free calling in the U.S. and Canada. Not surprisingly, users enjoy the fact that Google Voice is free for calls in the United States and Canada. This helps them save money on a landline or mobile phone dedicated to the business.

✔ Free anonymous number. Users liked the fact that they can have a second number that allows them to avoid giving out a personal number. It also allows small businesses on a budget to look professional by having a business line instead of having clients contact them through a personal cell number. Additionally, it provides the advantage of being flexible, in that you can have calls forwarded to any device you want.

What users would like to see improved

Reviews of Google Voice are mostly positive, but there are a smattering of comments from users on some potential improvements to the platform.

One user notes that your account is charged as soon as the number dials. Another raises a concern about how Google Voice may use personal information gathered through the service. Read all the Google Voice reviews here.

Is Google Voice right for my business?

Implementing a new phone system for your business is a decision that should be researched and well-planned. There’s a long list of business VoIP providers to consider, with many offering great service at reasonable and competitive prices.

Google Voice is certainly an interesting option. It clearly has a lot to offer, providing a range of telecom services for free that other companies charge for.

But the saying that “you get what you pay for” does apply to Google Voice. It’s not perfect, there’s little customer support, and it may not have all the features you need (such as automatic recording or integration with platforms such as Salesforce). For all that it offers, many businesses find a great deal of value in Voice—it just may not be the right choice for you as you scale.

Before you settle on Google Voice, explore some other options. To learn more about small business VoIP solutions, check out our VoIP phone systems buyer’s guide.

Note: Listed pros and cons are derived from features listed on the product website and product user reviews on Gartner Digital Markets domains (Capterra, GetApp, and Software Advice). They do not represent the views of, nor constitute an endorsement by, Software Advice or its affiliates.

Traditional phone systems are expensive. But cloud-based phone solutions offer a cheaper alternative for business and personal use alike.

Enter Google Voice—an affordable way to make and receive phone calls from any device.

Say goodbye to expensive business phone plans. Google Voice makes it easy to add new users and locations without a hefty phone bill.

What is Google Voice?

Google Voice is a cloud telephone service that works with smartphones and web browsers. The phone service comes with a free number for calls, voicemail, and text messaging.

The platform even supports call forwarding to existing phone numbers, including landlines, business phones, and mobile phones.

All Google Voice business plans offer free unlimited calling in the US, unlimited calling to Canada from the US, and unlimited SMS messaging in the US. Starting at just $10 per user per month with no equipment required, it’s one of the cheapest business phone solutions on the market today.

5 Google Voice Alternatives

Google Voice is just one of many great business phone systems on the market today. I’ve highlighted some alternative recommendations below, and you can check out our full list of the best VOIP phone systems for businesses here.

#1 — Nextiva

Google Business Voice On Android

Nextiva is an excellent cloud-based VoIP phone solution trusted by 100,000+ businesses of all shapes and sizes. In addition to business voice, Nextiva offers additional resources for call centers, sales pipelines, CRMs, and more.

They have all-in-one solutions to make small businesses feel like a Fortune 500 organization. You can use Nextiva for phone, video, and messaging with a single subscription.

Some of the top features and benefits of Nextiva include unlimited calling, unlimited Internet fax, team messaging, call recording, and more. The software also integrates with third-party business tools like Zendesk, Salesforce, and HubSpot. You can view a free demo to get started.

#2 — RingCentral

RingCentral is an all-in-one business communication platform. The software is used by 400,000+ organizations worldwide, making it one of the most popular VoIP phone systems on the market today. RingCentral offers plans that bundle phone, messaging, video meetings. All plans support unlimited calling within the US and Canada and unlimited business SMS.

You can also benefit from premium features like automatic call recording, Internet fax, document sharing, quality of service reports, auto-attendant, and more.

Whether you need a solution for internal business communication, customer communication, or both, RingCentral has you covered. Try it for free with a 15-day trial.

#3 — Ooma

Ooma is the perfect VoIP phone solution for small businesses and startup companies. It’s easy to deploy, and best of all—affordable.

I like Ooma because the plans are straightforward. You can get a basic package with just the core features or pay a little more for advanced capabilities like video conferencing, call recording, voicemail subscription, and higher usage limits.

Every Ooma business plan comes with essential features like a virtual receptionist, SMS messaging, virtual fax, a call log, hold music, call transfers, extension dialing, and more.

If simplicity and affordability are your two top priorities, Ooma should be a top consideration for your business. There are no long-term contracts, so you can cancel at any time. Learn more at Ooma.

#4 — Vonage

Vonage is a unified communications system built for small and large organizations alike. This provider offers unlimited phone calls, unlimited SMS, paperless faxing, and a virtual receptionist. All of this can easily be managed from the web and Vonage’s mobile app.

Vonage is an excellent choice for sales and service contact centers with CRM integration for all communication channels.

Another unique standout of Vonage is its versatility. They offer industry-specific solutions for businesses in categories like retail, ecommerce, manufacturing, healthcare, education, finance, transportation, logistics, and more. It’s affordable, easy to deploy, and built to scale. Get a free quote.

#5 — 8×8

8×8 is another top Google Voice alternative. Similar to the other recommendations on our list, this provider offers all-in-one business communication solutions.

You can use 8×8 from anywhere, with any device for business phone, chat, and video conferencing. Whether you’re a small business or multi-site contact center, 8×8 can accommodate your needs.

Noteworthy advantages offered by 8×8 include unlimited calling, unlimited SMS, and unlimited faxes. They also offer features like call monitoring, call recording, call forwarding, overhead paging, role-based access controls, directory assistance, and more.

From simple to advanced and everything in-between, 8×8 has it all. Sign up today to try it free for one month.

The Basics of Google Voice

Now that you’ve had a chance to see some alternative business voice solutions on the market, it’s time to take a closer look at Google Voice. Below we’ll break down Google Voice’s core components.

Connect From Any Device

Google Voice gives you a free phone number that can be accessed from any device. You can use it to make and receive calls using the iOS mobile app, Android app, or web application.

This allows everyone on your team to stay connected from anywhere. Users aren’t tied to a physical landline or office desk. Most people keep their smartphones within arm’s reach 24/7. By downloading the Google Voice app, your business phone is essentially with you at all times.

It’s worth noting that some VoIP phone providers offer a desktop app as well. Google Voice does not. Aside from the mobile apps, everything is web-based on your computer.

Unlimited Calling and SMS

Every Google Voice plan offers free calling to the US from any country. Free calling to Canada from the US is another standard feature. In addition to the unlimited calling capabilities, Google Voice packages come with free unlimited SMS messaging in the United States.

With plans starting as low as $10 per user per month, this is one of the most affordable business phone solutions on the market today.

If you compare this price to a traditional landline or cell phone package, Google Voice is much less expensive. You won’t have to worry about minute restrictions or overages either. All of this is included in the base rate.

Many VoIP business phone providers offer video chat and conference calling. But you’ll need to use Google Meet or Hangouts for that. These aren’t standard features for Google Voice.

Call Forwarding

Call forwarding to other numbers is another unique standout of Google Voice. If a call isn’t answered directly from Voice, you can have those calls forwarded to a mobile number or landline number.

These settings can easily be managed from your Google Voice admin center. You’ll just need to set up a linked number and verify those numbers using a six-digit code. Google Voice lets you link up to six phone numbers to your voice account.

Stop call forwarding to linked numbers at any time. Just turn off those numbers in the call forwarding section of your dashboard. You can also turn off any specific devices that you don’t want to receive calls on.

Spam Detection

Spam calls have become an epidemic. I get at least a few spam calls to my personal cell phone every day. My business phone lines receive even more. Aside from being a colossal pain and exposing your staff to potential scams, spam calls kill productivity.

Google Voice has a solution for this problem. Using robust artificial intelligence technology, Google Voice will automatically filter spam calls. You can view spam calls, texts, and voicemails from a separate section of your Google Voice app. It’s similar to the way spam messages are filtered in your Gmail inbox.

Not every VoIP phone system has this feature, and it’s nice to see Google Voice stand out from the crowd in this category.

Customization

Businesses can use Google Voice to customize daily workflows. The admin control center gives you the ability to customize number assignments, locations, porting, auto attendants, forwarding, and billing from a single location. If you want to do something like assign one of your numbers to a different user, you’ll be able to do this with just a few clicks from Google Voice.

Google Voice is really easy to use. Overall, the customization capabilities are a bit limited compared to other VoIP business phone systems on the market.

That’s the trade-off that comes with simplicity. If the customization options were more advanced, the platform wouldn’t be as simple. Aside from making someone on your team an admin, there aren’t a ton of other role-based permission features.

The platform also lacks third-party integrations. It’s not really compatible with software outside of the Google family. So you won’t be able to sync it with your CRM, helpdesk, or anything like that.

Scalability

Google Voice supports teams of all sizes with scalable options that are virtually limitless. The Starter plan for $10 per user per month only works for teams of up to ten users. You’ll be limited to ten domestic locations with this package as well. But if you upgrade to the Standard plan, you’ll benefit from unlimited users and unlimited domestic locations.

This upgraded plan costs $20 per user per month. In addition to the lifted limitations for users and locations, you’ll also benefit from multi-level auto attendant, ring groups, desk phone support, and eDiscovery for calls, SMS, and voicemail records.

For those of you who operate internationally, the Premier package will be the best option for you. At $30 per user per month, Google Voice supports unlimited international locations, in addition to unlimited users and unlimited domestic locations.

Compared to other VoIP solutions, Google Voice isn’t the best option for call centers. But it’s still a great way to scale numbers and users for business use.

How to Optimize Google Voice

There are some quick hacks and tricks that you can implement when using Google Voice to optimize your experience. Here are three of my favorites.

Trick #1: Call Recording (For Personal Use Only)

Google Voice makes it easy to record calls. This can be managed with the click of a single button. Here’s how it works.

Once all participants are on the call, just press the number “4” on your dial pad. This works regardless of the device you’re using, including the web application. An automated announcement will play for all call participants, explaining that the call is being recorded. Remember that it’s illegal to record calls in some jurisdictions without the consent of all participants.

To stop the recording, just press “4” again. Alternatively, hanging up the call will automatically stop the recording as well. All call recordings can be accessed and played back in your voicemail tab.

Unfortunately, call recording is unavailable for business use and workspace accounts. For those who want call recording capabilities built-in to your business package, check out our list of the best VoIP business phone systems for some Google Voice alternatives. The majority of solutions on that list can record calls for businesses.

Trick #2: Link a New Phone Number

You can use any active phone number to make and receive calls and texts with Google Voice. Here’s how you do it:

Go to “Settings.”
Select “New linked number” from the “Linked numbers” menu.
Enter the new phone number you want to link.
Google will send a six-digit code to that number via text for mobile numbers and call for landlines.
Enter the code in Google Voice and click “Verify.”

All linked numbers will ring when you get a call to your Google Voice number. But you can control those settings and make changes as you please.

You’re able to link up to six different phone numbers. However, you can’t link numbers that have already been linked to a different Google Voice number.

Trick #3: Keep Your Personal Number Private

Arguably the best way to use Google Voice is to create separation between your personal and business phone lines. Rather than using your cell phone number or home number when you’re out of the office, Google Voice gives you a free number that can be accessed from any device.

If you want to call a client while you’re away from your desk, just reach into your pocket, take out your smartphone, and use the Google Voice app. Co-workers, colleagues, and customers can even text your Google Voice number to communicate with you via SMS as well.

Google Vox El Mr Doob

The best part about Google Voice is that it doesn’t require any additional hardware. Just use it with your existing phone and computer. You can sign up now and start using that new number in a matter of minutes.