Google Voice is usually the first phone system small business owners come across. It’s an easy-to-set-up option for businesses that have never used a VoIP platform before, and its free version makes it accessible to almost anyone in the US.
But before you try out Google Voice, you might be curious about how it works and whether it’s right for you. In this article, we’ll break down exactly how Google Voice works, what its key features are, and how you can get started with it.
What is Google Voice?
Google Voice began as a free phone solution, but it has since expanded to business plans with Google Voice for Google Workspace. With Google Voice, you get a business phone number and make calls over the internet, rather than with carrier minutes.
As long as you’re in the US, you can use the free version of Google Voice and get calling to US and Canada numbers, plus texting to US numbers. You’ll also get voicemail transcription and the ability to forward calls.
How does Google Voice work?
Google Voice runs on Voice over Internet Protocol or VoIP technology, which lets you send and receive calls and texts over the Internet. Once you sign up for an account, you’ll get a virtual number that you can use from a browser like Google Chrome at voice.google.com. You can also download the Google Voice app for your iOS/Apple device or your Android mobile phone.
Once you’re set up, you can use your Google Voice account from a smartphone, laptop, or compatible desk phone as long as you have a strong internet or WiFi connection.
A few things to know about how Google Voice handles phone calls and text messages: each number is tied to one user, so there’s no way for a team to share a number and manage conversations together. Texting is one-to-one only — there are no features like auto-replies or scheduled messages. You get basic call forwarding on the free plan, and phone menus once you upgrade, but it’s not sophisticated enough to handle call volume at scale.
Google Voice for personal vs business: Which is right for you?
Google Voice for personal use works well if you’re the only one answering calls. But most teams hit a ceiling fast. Here’s what typically triggers the switch to a paid plan:
- You hire someone. The free plan only supports one user. The moment you need a second person taking calls, you need a business plan.
- You work outside of the US. The free plan is only available in the United States. Keep in mind even if you upgrade to a paid plan, texting is only available to US-based users.
- You need call recording. Whether it’s for training, compliance, or just keeping a record, recording isn’t available on the free plan.
- You want integrations. Tools like Google Meet and Calendar only connect on paid plans.
Google Voice pricing
The main advantages of paying for Google Voice include expanded features like the ability to route calls through multi-level auto-attendant and ring groups in Google Voice, enhanced support, and access to multiple numbers.
Google Voice pricing plans are available at four different tiers depending on your company’s needs:
- Starter without Workspace: $10 per month for one user, one phone number, unlimited domestic calling and US texting, three-way calling, and call recording; only available in the US
- Starter with Workspace: $10 per user per month for a maximum of 10 users, unlimited calls and texts in the US and Canada, call forwarding, and Google integrations
- Standard with Workspace: $20 per user per month to access on-demand call recordings, ring groups, and phone menus
- Premier with Workspace: $30 per user per month to access automatic call recordings and advanced reporting
For phone plans with more than one user, you’ll also have to pay for Google Workspace, formerly G Suite, which starts at an additional $7 per user per month.
Keep in mind if you’re using Google Voice in Canada and other select countries, you won’t be able to text from your Google Voice business number. While you can make international calls after buying credits, SMS is only currently available in the US.
How to set up Google Voice
Setting up Google Voice for business is a straightforward process that involves adding Google Voice to your Google Workspace account and configuring your phone settings. Follow these steps to get started:
- Add the Google Workspace app: If you don’t already have a Google Workspace account, go to the Google Workspace website and sign up for an account.
- Add Voice: In the Google Workspace admin console, go to Menu > Billing > Buy or upgrade, then under Categories click Google Voice. Ensure you assign Google Voice licenses to the users who will need access. You can do this under Billing > Subscriptions and then Google Voice.
- Select a subscription: Choose a plan — Starter without Workspace, Starter with Workspace, Standard, or Premier — and purchase the subscription. You’ll be charged per user per month. For example, if you have 6 users, you’re charged $60 USD each month on the Starter plan — plus at least $42 USD per month for Google Workspace.
- Choose a Google Voice number: Select the city or area code for your new number in the Google Voice dashboard.
- Verify your existing number: Once you’ve selected a number, Google Voice will send a verification code to your existing number to verify your identity on the free plan. For the paid plans, you don’t need to verify your account with another phone number.
- Configure local phone numbers: Click on Get Started in the admin console and set up users’ locations to assign available numbers and comply with regulations. Then assign numbers to users and port a number if needed.
- Set up call routing and auto attendants: If you chose the Standard plan, in Google Voice settings, set up ring groups and auto attendants to direct inbound calls to the right team member or department.
That’s it! You’ve now set up your Google Voice account. You can download Google Voice from the App Store on your iPhone or Android to receive calls on those cell phones as well.
Is Google Voice for business worth it?
Google Voice might be one of the oldest VoIP services available in the market, but it hasn’t kept up with the times.
As reviewer Lizzy O. on G2 said: “[Google Voice is] super simple and basic. Wasn’t able to do many “enhanced” things like, keeping a text unread, or having auto-responses setup, etc. Worked great for just a small family business, but once we started to grow, we just needed something more robust.”
If you’re weighing whether the business plan is worth it — or whether Google Voice is the right fit at all — we go deeper into features, limitations, and alternatives in our Google Voice for business guide.
Frequently asked questions (FAQs)
You can port your phone number from Google Voice in four simple steps:
1. Visit www.google.com/voice/unlock
2. Click “Unlock my number” below the Google Voice number you wish to port out. If you have more than one number, you’ll need to select the number you wish to port away from Google Voice in the dropdown menu and then click “Unlock my number”.
3. You’ll be prompted to pay a $3.00 fee to port your Google Voice number to another provider. The pop-up message also states all of your messages will remain in your Google Voice account after your phone number has been ported away.
4. Pay the fee in Google Pay. The receipt for that fee will be emailed to the email address Google has on file.
5. Then, you’ll see the status on the Number Porting now says “Unlocked”.
Google Voice for Google Workspace lets you reach international customers through its mobile app or your internet browser. Paid calling for international numbers is turned on by default, excluding premium numbers. Google Voice blocks calls to premium numbers that charge callers extra fees unrelated to long-distance calling such as pay-per-call services starting with area code 900.
International calling rates with Google Voice for Google Workspace depend on where you live. If you have a US phone number and call someone overseas, you’re only charged the listed call rates.
However, if you’re located outside the US, you have to burn minutes from your phone plan. Depending on your mobile phone company, you may also pay extra roaming fees.
Plus, you should know not every country has the ability to make international calls with Google Voice. Even if you’re ready to deal with paying extra roaming fees to call internationally, only specific countries can purchase Google Voice for Google Workspace.
Yes, Google Voice offers a free service for personal use in the US. If you want to share your account with multiple users or get call recording and other useful features, you’ll need to upgrade to a paid plan.
It depends on whether you need a single-user or multi-user plan. The Starter without Workspace plan is $10 per month for one user.
If you need multiple users, plans start at $10 per user per month for Google Voice plus at least $7 per user per month for Google Workspace — so $17 per user per month minimum. The Standard plan runs $20 per user per month and Premier is $30 per user per month, both requiring Workspace.
Yes, you can download the Google Voice mobile app from the App Store. You can make calls and send texts wherever you have WiFi or an internet connection.
There are a couple of limitations to keep in mind with Google Voice’s mobile app. The biggest one is calls, texts, and voice messages all live in separate sections of their mobile app, making it far more time-consuming to follow up on conversations. You also aren’t able to add credits for international calling from the iOS app.
