Getting Started Guide

Your first sync is done, so your MindBody sales are now in QuickBooks. There are four things to set up once, and then a short weekly routine. Budget half an hour for the first pass.

1. Review your first sync

Run a Profit and Loss report in QuickBooks Online and check that your income is landing in the accounts you expect. FlexBooks names those accounts after your MindBody categories, so the report should look familiar. If something is in the wrong place, tell us before you change anything and we will sort it out at our end.

2. Decide how your card money gets reconciled

This is the step that matters most, and there are two setups. Doing the wrong one for your account is the single most common way books go wrong, so start by finding out which one you are on.

Open your Chart of Accounts and look for an account called Credit Card Processor. If it is there, that is your setup. If it is not, and your card money is going to Undeposited Funds, you are on the deposit-matching setup. Ask us if you are not sure and we will tell you in a sentence.

If you have a Credit Card Processor account

This is the setup for businesses whose processor takes its fees before paying out, which includes Mindbody Payments. Every card sale sits in Credit Card Processor until the money arrives.

FlexBooks does not create a deposit in your checking register, so there is nothing for you to match. When a payout lands in your bank feed, record it as a transfer out of Credit Card Processor rather than as income. The processing fees are the difference, and a monthly entry brings the account back to zero. See Clearing Accounts 101 and Fee Handling & Net vs. Gross Deposits.

If your card money goes to Undeposited Funds

This is the setup for businesses whose processor deposits the full amount and bills the fees separately. FlexBooks creates a Deposit in your checking register for each batch, and your bank feed brings in the same deposit a day or so later. Your job is to tell QuickBooks they are the same thing.

In Bank transactions, on the Pending tab, open the processor deposit, make sure the row is set to Match, set Record type to Deposits, tick the deposit with the same amount and click Match. Setting Record type is the step people miss. See How Do I Match My Deposits?.

One thing to avoid, whichever setup you are on

In your bank feed, a processor deposit sitting in Categorize mode has an Action button that says Post. Do not click it. FlexBooks has already recorded the income from those sales, so posting the bank line as well records the same money twice. QuickBooks may suggest an income account for it and look confident doing so. See Why Is My Income Being Doubled?

3. Deposit your cash and checks

Card money is handled above. Cash and checks are different, because FlexBooks cannot know when you actually went to the bank.

Checks go to Undeposited Funds and wait there
Cash goes to Undeposited Funds as well, unless you have asked us to send it to a Cash on Hand account instead

When you deposit them at the bank, click the + Create button at the top of QuickBooks and choose Bank Deposit. Tick the checks and cash payments you actually took in. If your cash sits in Cash on Hand, add it at the bottom under Add funds to this deposit, choosing Cash on Hand and entering the total.

See How do I handle my Cash Deposits? and How do I handle my Check Deposits? Every other payment method gets its own account, listed in Where Does Each MindBody Payment Method Go in QuickBooks?

4. Record your monthly processing fees

If your processor takes its fees before paying you, those fees are not in your books yet. Once a month, take the total from your Payouts Report and enter it. See Fee Handling & Net vs. Gross Deposits.

If your processor bills you separately, the charge arrives in your bank feed on its own and there is nothing extra to do.

5. Your weekly routine

Once the above is set up, this takes a few minutes:

Clear your processor deposits out of the bank feed, matching or transferring depending on your setup
Deposit any cash and checks you took to the bank
Glance at your Profit and Loss for the week
In the first week of each month, record last month’s processing fees if they apply to you

If something is not right

If your first sync has not arrived or does not look complete, see Troubleshooting Onboarding & Sync Issues. If transactions are missing, duplicated, or will not match, see Troubleshooting Missing, Duplicate, or Unmatched Transactions. To check your books against MindBody yourself, see Auditing QuickBooks Against MindBody Reporting.

Running more than one location? See Multi-Location & Multi-Account Setup.