G2

Lindsey M.

Accounts Receivable & Bookkeeping Specialist

Accounting

Mid-Market (51-1000 emp.)

10/22/2026

Business partner of the seller or seller's competitor, not included in G2 scores.

"Redbooth Streamlines AR Follow-Ups with Outlook Tasks, Swimlanes, and Zapier"

4.5/5

What do you like best about Redbooth?

As our accounts receivable and bookkeeping specialist, the feature set I lean on most in Redbooth is its native Outlook task conversion paired with tagged swimlane boards, which cuts down my manual follow-up work by multiple hours each week. I handle invoicing, late payment follow-ups, sales tax reconciliation and expense review for our multi-state B2B clients, and before Redbooth, my collection notes were scattered between Outlook threads, sticky notes and separate spreadsheets. Now any client payment inquiry or overdue notice email I receive in Outlook can be converted into a Redbooth task in one click, attached directly to our AR workspace, tagged by client name, invoice number and aging bucket.

The swimlane view is a huge win for my collections cadence. I split lanes by status: Invoice Sent, 15 Days Past Due, 30+ Days Past Due, Disputed Invoice and Payment Resolved. When I move a task card between lanes, the platform automatically timestamps the change and logs every comment I add, such as a client’s promise to pay by a certain date or a note about a sales tax discrepancy for out-of-state customers. This built-in activity log saves me from manually copying follow-up notes into our audit trail spreadsheet, which keeps our records aligned with US GAAP requirements and Texas sales tax audit expectations. I also rely heavily on customizable task reminders; I set layered alerts for myself to follow up at 7, 14 and 28 days, so I don’t let aging receivables slip while I’m buried in month-end reconciliation work.

The Zapier connectivity is another piece I use daily. I’ve built a zap that triggers a new Redbooth task whenever our invoicing platform sends out a new client invoice. The task pre-fills the invoice ID, client contact, amount and applicable sales tax code, so I don’t re-key that information from scratch. I also push completed “payment received” task statuses back to our Microsoft 365 folder system, so our consultant team can quickly confirm when their client’s balance is cleared before delivering additional work.

One unexpected benefit I found is how simple it is to pull filtered task exports for our quarterly financial reviews. I can filter the workspace for all disputed invoices or all receivables older than 30 days and export the full action history, which gives our leadership a clean, chronological collection log without me having to reconstruct a timeline from dozens of separate emails. It also works well for handoffs; if I need another team member to step in on a disputed billing issue while I’m out of office, they can open the task and read every prior communication without digging through my inbox.

Suggestions: Add native QuickBooks sync so payment status updates automatically flow to Redbooth task cards; add custom audit export fields for sales tax jurisdiction tagging; build template library for standardized collections follow-up task descriptions that match our firm’s compliance documentation standards. Review collected by and hosted on G2.com.

What do you dislike about Redbooth?

As our AR and bookkeeping specialist, the biggest pain point for me is that Redbooth lacks native, bidirectional QuickBooks Online sync, which creates constant manual reconciliation overhead that puts our US GAAP and multi-state sales tax records at risk. Right now, I can only push new invoice tasks into Redbooth via Zapier, but there is no automatic pull back when a client payment posts in QuickBooks. Every afternoon I have to manually open 20 to 30 overdue task cards to mark them “paid”, cross-reference the transaction ID, and update the aging lane myself. Some weeks this adds up to 2.5 hours of repetitive work, and it opens the door to human error: last month I missed marking one $1,800 service invoice as paid, so it stayed on our 30-day overdue swimlane for a week and triggered unnecessary follow-up emails to the client.

The audit export functionality is another major limitation for our financial compliance needs. Task exports only pull comments from the last 30 days by default, and they don’t capture a full immutable log of every edit, tag change, or status move for older receivables records. When our CPA firm requests supporting documentation for Texas sales tax reviews or year-end GAAP audit work, I can’t pull a complete chronological history of collection activity for invoices that are 90+ days old. I end up having to compile screenshots of task timelines, email threads, and QuickBooks reports separately, which makes our audit packages disjointed and takes hours to assemble.

Custom field controls are also far too limited for multi-state B2B billing. I need consistent fields to tag each invoice with its sales tax jurisdiction, exemption certificate ID, and revenue class, but Redbooth custom fields don’t support dropdown lists with pre-approved state tax codes. I’m forced to type these values freehand on every AR task. It’s easy to make typos, like mixing up Texas local tax districts, and I can’t filter or group swimlanes reliably by jurisdiction when I’m prepping sales tax filings each quarter.

Finally, the permission structure doesn’t have read-only auditor access. When our external CPA needs to review collection trails, I either have to grant them full edit rights to our AR workspace or manually send them exports. Full edit access introduces risk of accidental task deletion or status changes to our financial follow-up records.

Suggestions: Build native bidirectional QuickBooks Online sync so payment postings automatically update Redbooth task statuses; add full unlimited-history audit exports that retain all status edits and comments for compliance; add constrained dropdown custom fields for sales tax jurisdictions and exemption IDs; introduce a dedicated auditor permission role with view-only access to task history without edit privileges. Review collected by and hosted on G2.com.

What problems is Redbooth solving and how is that benefiting you?

As our B2B accounts receivable and bookkeeping specialist, I used to juggle client collections and billing follow-ups across Outlook email threads, separate Excel aging spreadsheets, and scattered OneNote notes, and it was easy for overdue invoices and billing disputes to fall through the cracks. We struggled with disconnected tracking of receivables follow-up activity, with no single chronological log tied to individual invoice records, but now we can centralize every collections action inside a dedicated Redbooth AR workspace, which has resulted in a 40% drop in missed follow-ups and cleaner audit-ready financial trails aligned with US GAAP and Texas sales tax rules.

Before adopting Redbooth, every time a client emailed me to dispute a service charge or confirm a payment timeline, I would reply and then have to manually log that conversation into our AR aging tab. If I got pulled into month-end expense reconciliation or multi-state sales tax prep, those handwritten notes would get delayed or forgotten. Our leadership had no quick way to see which overdue accounts had active outreach, and when our CPA came in for quarterly reviews, I spent 6+ hours compiling screenshots, email archives, and spreadsheet notes just to reconstruct the history for each disputed invoice. We also had no reliable reminder system, so invoices would age past 30 days before I remembered to send a second follow-up notice.

Now I use Redbooth swimlanes organized by aging buckets: invoices just sent, 15 days past due, 30+ days past due, disputed, and payment resolved. When our invoicing tool generates a new bill, a Zapier automation spins up a task preloaded with invoice number, client name, balance, and sales tax jurisdiction. Every time I send a reminder email, hop on a quick call with a client, or note a promised payment date, I add a comment directly to that task card. Moving the card between swimlanes automatically timestamps the change, creating a running activity log I don’t have to build manually. The built-in task reminders also keep my collections cadence consistent; I set staggered alerts so I never let high-balance receivables sit untouched while I reconcile expense reports.

A tangible win is time saved. I used to spend around 7 hours weekly logging follow-up activity and building status summaries for our management team. With Redbooth’s filtered workspace exports, I can pull a list of all disputed invoices or overdue accounts with their full activity history in minutes, cutting that weekly admin work down to roughly 2.5 hours. That extra time lets me focus on prepping clean sales tax documentation for our multi-state clients instead of chasing down notes.

We also gained better handoff reliability. If I need to step away for PTO, a teammate can open the AR workspace, pull up any client invoice task, and read the entire conversation history without digging through my Outlook inbox. It keeps our collections process consistent and prevents gaps for our B2B service billing.

There are still gaps, like the lack of native QuickBooks sync and limited custom tax-jurisdiction dropdown fields, but Redbooth has given us that single source of truth for receivables outreach we didn’t have before. Review collected by and hosted on G2.com.