How a Sole Trader Could Separate Work Calls From Their Personal Mobile

The situation

Picture a sole-trader bookkeeper on the Gold Coast. When the business started, the personal mobile number went on the website, the invoices and the Google profile because it was the only number there was. Five years on, clients ring it at 7 pm, suppliers text it on a Sunday, and there is no way to tell a work call from a family one before answering.

Giving out a new personal number is not an option, so the work number is the one that has to change. The bookkeeper does not want a second phone or a second SIM, already pays for Microsoft 365 and uses Teams for client meetings, and would like a record of what was agreed on each call. After hours, callers should be able to leave their details instead of ringing out.

How it would be set up

Everything below is a standard Click2Call setting. The Teams connection is done by our team; the rest is done in the portal or with managed setup.

• A new 04 business mobile number. Click2Call allocates a new 04 number and it becomes the work number on the website, invoices, email signature and Google profile. It lives on the Click2Call platform, not on a SIM card, so nothing changes at the mobile carrier.
• The number rings in Microsoft Teams. Click2Call connects the 04 number to the bookkeeper’s Microsoft 365 tenant with Direct Routing, Microsoft’s approved way to bring your own phone carrier into Teams. Work calls ring in the Teams app on the phone and on the laptop, with the dial pad, contacts and call history already there for meetings and chat.
• One phone, two numbers. Personal calls still arrive on the phone’s own dialler through the SIM, as they always have. Work calls arrive in Teams and show the 04 business number when the bookkeeper calls out, so clients never see the personal number. Teams uses the phone’s existing mobile data or Wi-Fi; there is no second plan.
• Every work call recorded and transcribed. Recording is switched on for the 04 number with a notice to callers. Because the call passes through the Click2Call Cloud PBX on its way to Teams, the recording, the transcript and an AI summary happen there, with no Microsoft recording licence. After each call the summary and transcript are emailed to the bookkeeper and kept, searchable, in the portal on infrastructure in Australia and New Zealand.
• After hours, the AI takes the call. Business hours on the 04 number run 8 am to 5 pm, Monday to Friday. Outside those hours calls go to the Answer Agent, which takes the caller’s name, number and reason and emails the details with a transcript. A bookkeeper who prefers something simpler can send after-hours calls to voicemail instead, and the voicemail arrives by email with a transcript too.
• The personal number is retired from the business over time. For the first few months the old number keeps ringing as normal, and the bookkeeper tells regular clients and updates the directories. There is nothing to port and no cut-over date.

How calls flow

A family member ringing the personal number never touches any of this. That call rings the phone’s normal dialler, is not recorded and does not appear in the Click2Call portal.

What it would cost

Incoming calls are included. Calls beyond the 300 included minutes are 10c a minute to landlines and 20c to mobiles, ex GST. Call recording, AI transcription and summaries, voicemail to email, business hours and the Answer Agent are included at no extra cost. There is no lock-in contract with Click2Call. See

The Teams Phone Standard licence is bought from and billed by Microsoft, and needs a Microsoft 365 business plan that includes Teams. A personal Microsoft 365 subscription will not work. Microsoft’s prices are indicative and generally billed annually.

What changes, and what doesn’t

The bookkeeper can see which calls are work before answering, because work calls ring in Teams and everything else rings the phone. Evening and weekend callers leave their details with the AI instead of interrupting dinner. Each client call has a written summary to check against the file notes, and a recording if a figure is ever disputed.

What doesn’t change: it is the same phone, the same personal number for friends and family, and the same Teams app the bookkeeper already uses for meetings. The AI after hours takes messages and answers simple questions about the business; it does not give bookkeeping advice or make commitments on the bookkeeper’s behalf.

We haven’t put figures on calls saved or hours won back, because they depend on the business. The portal shows every missed and answered call from the first day.

Before you set it up

• Check that your Microsoft 365 plan includes Teams and that you can add a Teams Phone Standard licence. If you only use Teams for meetings on a personal or free plan, this setup needs an upgrade first.
• Teams calls use your phone’s mobile data or Wi-Fi. A call needs about 100 kbps of steady data, so check coverage where you work most.
• Tell callers when calls are recorded. The caller notice does this on the 04 number, and your privacy policy should say how recordings are used and kept.
• Texts sent to the 04 number arrive in the Click2Call portal and by email, not in Teams. They cost 20c a message to send or receive.
• If you would rather not use Teams, the same setup works with the Click2Call app on the phone, without the Microsoft licence or the Direct Routing setup fee. The
Teams with CarPlay example covers the car-screen side.
• Keep the old number live while you change the website, invoices and directories. Try the 04 number and the after-hours routing during the free trial before you print it on anything.