In today’s business world, communication is an integral element. Whether you’re running a tech startup in London or managing a family business in Manchester, having the right tools to stay connected with clients and employees is non-negotiable. This is where Google Voice and VoIP come into play – two solutions that can help you handle calls, messages and collaboration.
But they’re not the same. This article breaks down their features, highlights the differences and shows you real-world use cases to help you make the best decision. If you want a complete explanation of the VoIP system, start with our VoIP guide first.
What is Google Voice?
Google Voice is a cloud-based telephony service that integrates seamlessly with Google Workspace tools like Gmail, Google Calendar and Google Drive, making it ideal for small teams.
It operates entirely over the internet, which means there’s no need for traditional phone lines. You can make and receive calls, send text messages and manage voice calls – all through your browser or mobile apps. Think of it as having your office phone system right in your pocket.
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What is VoIP?
VoIP, short for Voice over Internet Protocol, is a powerful tool that enables voice communication over the internet. Unlike Google Voice, which is a single service, VoIP is a broad technology used by various platforms and providers to deliver flexible and scalable communication solutions for businesses of all sizes.
For example, you can use it for the communication needs of your small marketing agency in Cardiff (basic setup) as well as for your multinational corporation based in London (advanced setup). It’s flexible, scalable and contains advanced features. All these details are coming later in this article.
Google Voice vs VoIP: The differences
When comparing Google Voice vs VoIP, the differences boil down to scale, functionality, cost and features. Both leverage the internet to deliver communication services, but they’re designed for different purposes.
Functionality
Think of Google Voice as a basic, user-friendly telephony service. It’s ideal for solo entrepreneurs and small teams who need a simple solution for calls, voicemails and texts without complex setups.
VoIP, on the other hand, is the Swiss Army knife of communication systems. One of its biggest benefits is that it’s not tied to one service but offers advanced features like video conferencing, analytics and IVR (Interactive Voice Response) as well.
Features comparison
The scope of functionality is larger for VoIP. Google Voice provides the essentials:
- Simple call management: Answer, forward or block calls.
- Voicemail: Access management online or through an app.
- SMS support: Send and receive texts from your business number
VoIP is feature-rich and designed for businesses with greater telephony needs. Features include:
- Call queues and routing: Ideal for managing customer support and sales calls.
- Video conferencing: Host virtual meetings with clients and employees.
- Analytics: Monitor call performance, customer wait times and team efficiency.
Scalability
If you’re thinking about the future, scalability is a big consideration in the difference between Google Voice and VoIP.
Google Voice is designed for small setups, which makes scaling difficult. A growing team might outgrow the basic functionality of Google Voice quickly if they expand to new locations or need features like call distribution and advanced analytics.
VoIP scores high marks in this regard. Whether you’re a two-person team or an enterprise with hundreds of employees, VoIP systems, thanks to their features like mobile VoIP and non-fixed VoIP numbers, can grow alongside your business. For example, if you have a nationwide retail chain, with VoIP, you can connect all locations under a unified system and add new lines when needed without disrupting the operations.
Integration capabilities
Google Voice can integrate seamlessly with Google Workspace tools like Gmail, Calendar and Drive but that’s it. If your business runs entirely on Google’s ecosystem, this might be all you need, but if that’s not the case, you’ll have to look at other options.
A VoIP system comes in handy in this regard. It connects with CRMs, collaboration platforms like Slack, analytics tools and more. For instance, a sales team in Glasgow can use VoIP to track customer interactions directly in their CRM to improve their follow-ups and rate of closing deals.
Cost
Google Voice is affordable and budget-friendly. With plans starting as low as £8 per user per month, it’s a no-brainer for businesses that need a sample and cost-effective solution. For example, if you’re a yoga instructor in Bristol, you can use Google Voice to manage class bookings and client enquiries.
As for the international numbers, the story is as follows:
- If you’re operating a phone line in the US, you’ll be charged international rates when calling international numbers which vary from one country to another.
- If you’re based in any other country and are calling in the US, it’s completely free.
With VoIP, you should be willing to pay a little bit more. Although it depends on the size of the system and the features you want, be ready to pay anything between £20- £40 per user.
The full breakdown of VoIP phone costs is discussed in this article.
Table of comparison between Google Voice and VoIP
| Aspect | VoIP | Cellular |
|---|---|---|
|
Features |
Basic telephony for calls, voicemail, and texts. |
Comprehensive system with video conferencing, analytics, and IVR. |
|
Features |
Simple call management, voicemail, and SMS. |
Call queues, video conferencing, routing, and performance analytics. |
|
Scalability |
Limited; ideal for small setups. |
Highly scalable for businesses of all sizes, from startups to large enterprises. |
|
Integration |
Seamlessly integrates with Google Workspace tools like Gmail and Calendar. |
Connects with CRMs, collaboration tools (e.g., Slack), and analytics platforms. |
|
Cost |
Budget-friendly; starts at £8/user/month. |
More expensive; ranges from £20–£40/user/month based on system size and features. |
Use cases of Google Voice & VoIP
The choice between Google Voice and VoIP depends on your business’s size, structure and communication needs. Here are some practical use cases to help you understand how each system can serve your business.
1. Small businesses: Google Voice for startups
For small teams and solopreneurs, Google Voice is a better option. Its affordability, ease of setup and integration with Google Workspace tools will get the job done. Imagine a coach selling productivity coaching. She wants to keep personal and business communications separate without the hassle of managing two phones.
With Google Voice, she can set up a dedicated business number, take calls from her laptop or phone and even send SMS messages to clients.
2. Medium to large enterprises: VoIP for scalability
Larger organisations often turn to VoIP for its scalability, reliability, and advanced features. Consider a retail chain with multiple stores across Birmingham. Using VoIP, they can connect all locations under a single, unified system. Calls from customers can be routed to the nearest store and managers can hold virtual meetings with team members across branches.
3. Customer-facing businesses: Enhancing support with VoIP
If your business relies heavily on customer interactions, VoIP is the clear winner. Its advanced features like call queuing, IVR and automated routing ensure that customers are handled efficiently. E.g. let’s consider a financial services firm that uses VoIP to manage customer support operations.
When a client calls, an IVR menu guides them to the appropriate department, whether it’s billing, investments or technical support. It also records calls for quality assurance and provides analytics. This is one big reason why VoIP is being used in different industries.
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FAQs
Yes, Google Voice is a VoIP service that uses the internet to make and receive calls. However, it is a simplified version of VoIP with limited features compared to more comprehensive VoIP features.
The main downsides of Google Voice are its limited scalability, lack of advanced features like call routing or analytics, and geographic restrictions for certain features. This makes it unsuitable for larger or more complex businesses.
No, Google Voice is not designed for scalability. It works well for small teams and individuals, but businesses with growing needs often outgrow Google Voice and require a more advanced VoIP system.
