How Do I Check That QuickBooks Matches Mindbody?

You can check for yourself that QuickBooks matches Mindbody, to the penny, for any range of dates. It takes two reports. If the totals don't agree, the last section shows how to narrow the difference down to the one sale behind it.

Why the two reports look different at first

Mindbody reporting shows discounts differently from standard accounting. Mindbody's sales reports take the discount off each line, so they show income "net" of discounts. QuickBooks records the full price as income and the discount separately, as a negative amount in a Discounts account.

For example, if you sell $100 of Yoga Revenue with a $25 discount:

  • Mindbody simply shows $75 of Yoga Revenue
  • QuickBooks shows $100 of Yoga Revenue on one line and -$25 of Discounts on another

Both come to $75. The steps below line the two reports up so you can see that.

Before you start: pick your dates

  • Start on or after the first day FlexBooks synced for you. Sales from before that were never sent to QuickBooks.
  • End on a day FlexBooks has already synced. FlexBooks syncs once a night, so the most recent day may not be in QuickBooks yet. How Do I Check If FlexBooks Is Still Syncing? shows the last day that came across.
  • A single month is a good first check.

Step 1: Run a Sales by Category report in Mindbody

  1. In Mindbody, run a Sales By Category Report (Reports > Sales > Sales by Category).
  2. Set it to your dates.
  3. Choose Accounting Basis: Accrual. Do not use Cash for this comparison. On Cash, Mindbody includes sales tax in the totals while your QuickBooks income does not, and money taken on account is recognized in a different month, so the two reports cannot agree.
  4. Click Options, then More, and make sure "Accrual & cash combined" is NOT ticked. Mindbody warns that this option may cause the report to count a transaction more than once.
  5. Check the "Discounting detail" box.
  6. Click Go and Export to Excel.

Step 2: Add up your discounts

  1. Open your exported Sales by Category report in Excel.
  2. Add up all the Discounts in the Discount column (Column C).
  3. Paste the total Discounts into the Subtotal column (Column B).
  4. In the Category column (Column A), name this total "Discounts".
  5. Delete Columns C through J. All you need is Category and Subtotal.

Step 3: Run a Profit and Loss report in QuickBooks

  1. In QuickBooks, click Reports on the left-hand side of the page.
  2. Click Run underneath Profit and Loss.
  3. Under Report Period, choose the same dates as your Mindbody report.
  4. Set Accounting Method to Accrual, matching the Mindbody report.
  5. Click Run Report.

Step 4: Compare the two

Put the two reports side by side:

  • The totals agree to the penny. This is the test.
  • The "Discounts" row you made in Step 2 matches the Discounts account in QuickBooks.
  • Each Mindbody category usually matches the QuickBooks income account with the same name. If one category is high by exactly the amount another is low, while the totals agree, a product was moved to a different category in Mindbody, or is sold under two categories. QuickBooks books each product to one income account, the one it had when FlexBooks first created it, so its sales stay there. Nothing is missing. To move it, change the product's income account in QuickBooks (Settings > Products and services), where QuickBooks also offers to update its past sales.

Leave out of the QuickBooks side any income account you use for money that never goes through Mindbody, such as payments from another platform deposited straight into your bank. That income is yours, Mindbody has no record of it, and it belongs in your books. It just isn't part of this comparison.

Differences that are supposed to be there

Two things can make the totals differ even when everything is working as it should.

Chargebacks you have reversed. When a client disputes a card charge and wins, Mindbody keeps counting the original sale. If you have taken that income back out of QuickBooks, as How to Handle Chargebacks in Mindbody (MBO) and QuickBooks Online describes, Mindbody's report reads higher by the amount of each chargeback in your dates.

Past sales edited in Mindbody after FlexBooks synced them. FlexBooks records each day once, on the night after it happens, and never goes back to it. If someone later edits a past sale in Mindbody, Mindbody changes and QuickBooks doesn't. For example, if a $30 return to a client's account credit is deleted in Mindbody a month later, Mindbody's report goes up by $30 while QuickBooks still has the return. What Happens When Someone Edits a Past Sale in Mindbody? explains each kind of edit and how to correct QuickBooks for it.

Finding the sale behind a difference

If the totals still differ after your chargebacks, you can find the exact sale.

  1. Find the month. Run both reports one month at a time, and note the month whose totals don't agree.
  2. Find the day. Within that month, run both reports a week at a time, then one day at a time, until you reach the day that doesn't agree.
  3. Compare that day sale by sale. Run Mindbody's Sales report and QuickBooks' Transaction List by Date for that one day (steps below).
  4. Match them by Sale ID. FlexBooks puts the Mindbody Sale ID in the "No." of every transaction it creates for a Mindbody sale, including returns. In the Transaction List it shows in the Num column. A Sale ID that appears in one list and not the other, or with a different amount, is your difference.
  5. Look that sale up in Mindbody to see what happened to it, then correct QuickBooks as What Happens When Someone Edits a Past Sale in Mindbody? describes.

Mindbody's Sales report

The Sales report leaves out purchases made "On Account" unless you include them, so:

  1. In Mindbody, click on the Reports tab in the upper part of the page.
  2. Click on the Sales tab in the left part of the page.
  3. Click on "Sales" under the Sales Reports part of the page.
  4. Under Dates, select the day.
  5. Under Options, select "Detail" for the View.
  6. Under Options, click on "More" and then select "Accrual & cash combined".
  7. Click Go.

QuickBooks' Transaction List by Date

  1. In QuickBooks, click Reports on the left-hand side of the page.
  2. Under the "For my accountant" section, click on "Transaction List by Date".
  3. Under Report Period, select the same day.
  4. Click Run Report.

What FlexBooks stands behind

FlexBooks records each day in QuickBooks exactly as Mindbody reported it on the night it synced. When a past sale is edited in Mindbody later, Mindbody overwrites the original, but QuickBooks keeps it. That makes QuickBooks a dated record of what Mindbody said at the time, and a difference between the two is often the only way to find out a sale was edited at all.

If you have found the Sale ID and aren't sure what entry corrects it, send it to us and we'll tell you exactly what to enter.

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