Example setup · Sole trader · Canberra
How a Sole Trader Could Add a Business Mobile Number to the Phone They Already Have
A marketing consultant who works from a co-working space and client offices wants a work number that is not the personal mobile, without a second phone and without Microsoft Teams. Here is how Click2Call could be set up for them with the free app, with what it would cost.
This is a worked example, not a customer story. The business is typical rather than real, the setup uses real Click2Call features, and the prices are current. There are no invented results. Last reviewed: October 2026.
The situation
A freelance marketing consultant in Canberra has handed out one mobile number for six years: to clients, printers, the accountant, and also to the school, the dentist and the football club. Nothing tells the phone which kind of call is coming in. A pitch call lands mid-haircut, and the only record of a client brief given over the phone is a note on the back of an envelope.
They use Google Workspace, not Microsoft 365, so putting the number inside Teams (the Teams version of this setup) does not apply. What they want is the least possible change: a second number on the one phone, a transcript of each client call, and something better than a personal voicemail greeting when a prospect rings at 8 pm.
How it would be set up
There is nothing custom here. Each step is a portal setting, and no Microsoft licence or third-party app subscription is involved.
- A new 04 business mobile number. The consultant picks a new 04 number in the portal during sign-up and puts it on proposals, the website, the email signature and the Google profile. No SIM is involved and the mobile carrier is not told anything.
- The free Click2Call app. Secure VoIP, the free app Click2Call recommends for iPhone and Android, is signed in with the number and the password set in the portal’s Line Manager. From then on a client call rings the app and a personal call rings the ordinary phone dialler, side by side on one handset. The laptop can ring too: Secure VoIP on Windows, or the Telephone app on a Mac.
- Calls out show the business number. Dialling from the app presents the 04 number to the client. The personal number is not involved in the call at all, so it cannot leak onto a client’s contact list.
- Every work call recorded and transcribed. Recording is enabled on the 04 number, with the standard caller notice, and each call produces a transcript and an AI summary that land in the consultant’s inbox a minute or two after hanging up. Recordings and transcripts are kept in the portal, in Australia and New Zealand, where they can be searched later.
- Business hours and an AI after hours. A weekday 8 am to 6 pm schedule is set on the number. After that the Answer Agent picks up, asks for a name, a number and what the call is about, and emails the lot with a transcript. If a plain voicemail is preferred, that also arrives by email with a transcript.
- Texts on the business number. Because it is a mobile number, it can text. A “running ten minutes late” or a meeting confirmation goes out from the portal at 20c a message, and replies come back to the portal and the inbox.
- The personal number is retired from the business over time. Nothing is ported and there is no switch-over day. Clients who still have the personal number are told the new one as they ring, and the directories are updated over a few weeks.
How calls flow
A client rings the new number
- The schedule decides: inside 8 am to 6 pm the app rings on the phone and the laptop together.
- Outside those hours the Answer Agent, or voicemail, collects the message and emails it.
- Answered calls are recorded; the transcript and summary follow by email.
The consultant rings a client
- The number is dialled in Secure VoIP, on the phone or the laptop.
- The call travels over data or Wi-Fi to Click2Call and out to the phone network.
- The client’s phone shows the 04 business number.
- Recording and transcription apply exactly as for an incoming call.
Personal calls take a different path entirely. They ring the normal dialler via the SIM, are never recorded, and Click2Call does not know they happened.
What it would cost
| Item | Cost |
|---|---|
| One Cloud PBX user with the 04 business number, 300 outbound minutes | $25 a month |
| Monthly total | $25 ex GST ($27.50 inc GST) |
| New 04 business number allocation | $50 inc GST, once |
| Managed setup (optional) | $300 ex GST, once |
The $25 covers unlimited incoming calls and 300 minutes out; beyond that, calls are 10c a minute to landlines and 20c to mobiles, ex GST. Recording, transcripts, summaries, voicemail to email, the schedule and the Answer Agent carry no extra charge, texts are 20c each, and there is no contract. Pricing lists every rate.
A consultant who makes few calls could run the same setup on the $10 a month business number instead, paying 10c or 20c a minute for calls out from the app. The $25 user works out cheaper once calls to mobiles pass about 75 minutes a month, and the number can be switched between the two plans in the portal at any time.
What changes, and what doesn’t
Which app is ringing now says whether the call is work. Prospects who ring in the evening get a clear answer and a callback the next morning, not a personal greeting. Client briefs taken over the phone come with a transcript that can be pasted into the project file.
The phone, the SIM and the personal number are exactly as before. The Answer Agent is limited to taking messages and answering basic questions about the business, such as hours; it does not give quotes or agree to work.
No savings figure is claimed, because it depends on how many calls the consultant was missing. The portal’s call list makes that visible from the first week.
Before you set it up
- A call in the app needs roughly 100 kbps of steady mobile data or Wi-Fi. In a co-working space that is a given; on a client site, check.
- The caller notice announces recording on the 04 number. Make sure the privacy policy on the website says what happens to recordings.
- Secure VoIP must be allowed to run in the background and show notifications, otherwise incoming calls will not ring. The setup guide lists the iPhone and Android settings.
- If you already use Microsoft 365 and Teams, the Teams version puts the same number inside Teams instead of a separate app, for about $15 a month more plus a one-off setup fee.
- Leave the personal number on the website until the new one has been tested for a week in the free trial, including an after-hours call to the Answer Agent.
Put a business number on the phone you already have
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