Phone & VoIP
A business number that can stay at work
It is handy to have one phone for everything, right up until the work calls follow you through the evening. A separate business number lets you decide when calls ring through, where messages go, and who else can answer. You may be able to keep using the phone you already carry.
Giving a missed call somewhere to go
If you are in the middle of a job, answering every call may not be practical. A business phone service can offer voicemail, routing to another person, or an automatic reply. The features vary by plan, so start with the calls you currently miss and how you would like to handle them.
A shared inbox is useful when someone else helps with the phone. They can see the earlier conversation before replying, including the address or the photo a customer sent. Check how the service handles shared numbers, permissions, and call history during a trial.
You can also set business hours. Decide whether after-hours calls should go to voicemail, an answering service, or an on-call person. Try calling the number yourself once you have set it up.
Keeping your number
If the number is on your van, business cards, and customers' phones, keeping it can make a move easier. Ask the new provider whether it can port that exact number and what information it needs from the current account.
Allow time for the transfer. It can take several business days or longer depending on the providers and the account details. Keep the old service active until the new provider confirms the port is complete. Test incoming and outgoing calls and messages before closing the old account.
Moving the number does not necessarily move old texts, voicemail, or call records. Export anything you need to keep, and ask what can be imported. If the number is also used for personal accounts, check those before transferring it to a business service.
Six services to compare
These July prices show the different ways plans are packaged. Check the current plans, included numbers, and texting allowances before signing up.
| Service | Entry price per user | Business texting | Best fit |
|---|---|---|---|
| Google Voice (Workspace) | $10/mo + Workspace from $7/mo ; effectively ~$17/user/mo | Included | One person, already living in Gmail |
| Grasshopper | $14/mo flat (True Solo, 1 user); unlimited-user tiers from $25/mo | Unlimited, A2P registration required ($19.50 one-time + $1.50/mo) | One shared line for a small crew, no per-seat math |
| OpenPhone (now Quo) | $15/user/mo billed annually ($19 monthly) | A2P registration required ($19.50 one-time + $1.50–$3/mo) | Small team wanting shared numbers and call/text history |
| Dialpad (Connect) | $15/user/mo billed annually ($27 monthly) | Built-in messaging (per-message fees not itemized on the pricing page) | Team that wants AI call transcripts baked in |
| Ooma Office | $19.95/user/mo (Essentials; texting starts on Pro at $24.95) | Not on Essentials; 250 msgs/mo on Pro, 1,000/mo on Pro Plus | Replacing a desk phone system with minimal setup |
| RingCentral (RingEX) | $20/user/mo billed annually (Core; $30 monthly) | Included allotment varies by tier; carrier registration required | Multi-location operation that needs a real contact center |
Provider pages: Google Voice, Workspace, Grasshopper, Quo, Dialpad, Ooma, and RingCentral.
Business texting
U.S. business texting through local numbers commonly involves A2P 10DLC registration with the provider and carriers. Ask about registration, recurring fees, message allowances, and how customer consent is handled. Complete the setup before relying on texts for appointment reminders or payment links.
The July plans above listed registration fees for Grasshopper and Quo. Those fees are separate from the headline subscription, and the total can depend on the messaging arrangement. An included phone number does not necessarily mean unlimited business texts.
Try it on your usual route
An app that works well on office Wi-Fi may behave differently on a rural job site. Test a call and a text where you normally work, and check the provider's call-forwarding options if the app cannot connect.
Business texts sent through a VoIP app also need a working connection to reach the service. Do not assume they behave like SMS sent directly through your mobile carrier. Ask how incoming calls and messages are handled while the app is offline.
Check the service's emergency-calling instructions and keep its registered address current. VoIP emergency routing can depend on that address. When calling from a mobile device away from the registered location, know which calling method you are using and tell the dispatcher where you are.
Which setup is worth trying?
For one person already using Workspace, Google Voice is a reasonable starting point to compare. The July example comes to about $17 per user per month with the base Workspace cost included. Check the plan's call handling and whether it suits the way you text customers.
If several people need to answer the same number, focus on shared conversation history and routing. Grasshopper and Quo are worth comparing for that arrangement. A service such as RingCentral may make more sense if you also need features for several offices or a larger phone team.
Before moving the number, try the everyday tasks: answer a call, find an old message, hand a conversation to someone else, and send a call to voicemail after hours. The annual software cost guide helps put the phone bill alongside the rest of the business tools.