Multi-Location & Multi-Account Setup

Overview

FlexBooks connects one Mindbody site to one QuickBooks Online company. If you operate multiple studios, franchise locations, or manage books for several clients, this guide explains how to set up FlexBooks correctly and avoid common pitfalls.

How FlexBooks handles locations

Each FlexBooks subscription syncs to a single QuickBooks Online company file. If you keep separate books for your locations, you will need one subscription for each QuickBooks company, and we configure each one to sync only the locations that belong to it.

One studio, one QuickBooks Online file (most common)

If you have one Mindbody site and one QuickBooks company, you need one FlexBooks account. This is the standard setup.

One Mindbody site, separate QuickBooks companies

Many businesses run every location under a single Mindbody Site ID but keep separate QuickBooks Online companies, often because each location is its own company with its own bank account. FlexBooks supports this.

You will need one subscription per QuickBooks Online company. Once they are created and connected, tell us which Mindbody locations belong to which QuickBooks company, and we configure each subscription to sync only those locations. Each QuickBooks file then receives only its own location’s activity.

Mindbody records all online sales against a single Online Store location, so let us know which QuickBooks company you would like those sales to go to.

Do not sync until we confirm the setup is configured. Turn Auto-Sync off and do not use Sync Now while you are creating the subscriptions. A sync run before we configure it posts every location’s transactions into that QuickBooks file.

We do not count the Online Store when working out your price. Two studios plus the Online Store is a two studio plan. See Product Pricing.

Multiple Mindbody sites

If you operate multiple Mindbody locations (each with its own Site ID), you generally need a separate FlexBooks subscription for each site, each connected to the appropriate QuickBooks company.

Example: A owner with two studios (Site A and Site B) who keeps separate books needs two FlexBooks accounts - one per site - unless both sites share a single QuickBooks Online file and you have confirmed with support that a combined setup is appropriate for your reporting needs.

One bookkeeper, multiple clients

Bookkeepers often manage several studio clients. Best practice:

Create a separate FlexBooks account per client (or ensure each client has their own subscription tied to their Mindbody owner’s authorization).
Connect each FlexBooks account to that client’s QuickBooks company file.
Keep Site IDs documented per client to avoid activation code mix-ups.

Finding your Mindbody Site ID

Your Site ID is required during FlexBooks activation. To find it:

Log into Mindbody as the account owner.
Go to Manager Tools > Settings > General Setup Options (location varies slightly by Mindbody version).
Your Site ID is listed in your account or business information.

You can also ask Mindbody support for your Site ID if you are unsure. Enter it carefully - transposed digits are a common cause of Invalid activation code errors during onboarding.

QuickBooks multi-entity setups

FlexBooks connects to one QuickBooks Online company per subscription. If you use QuickBooks Online Advanced with multiple companies (or Intuit Enterprise Suite for multi-entity accounting), each entity that receives Mindbody data needs its own FlexBooks connection to the correct QuickBooks Online company.

FlexBooks does not currently merge data from multiple Mindbody sites into a single consolidated QuickBooks Online file without a dedicated setup. Contact support before purchasing multiple subscriptions if you are unsure which configuration fits your accounting structure.

Recommended setup workflow

Document each Mindbody Site ID and which QuickBooks Online company it should map to, including which QuickBooks Online company the Online Store sales should go to.
Complete Mindbody API authorization with the owner of each site (DrumBeat must appear under API Integrations).
Connect QuickBooks to the correct company file for that site.
Turn Auto-Sync off in each new subscription and do not press Sync Now until we have confirmed the location setup.
Verify the first sync with a Profit & Loss report before setting up the next location.
Match deposits separately for each QuickBooks Online file. See How to Correctly Match Bank Deposits in Your Bank Feed.

Common pitfalls

Wrong Site ID during activation - causes invalid activation codes. Double-check digits before contacting support.
Bookkeeper completes setup without the owner - the Mindbody API step will fail. See Troubleshooting Onboarding & Sync Issues.
Connecting the wrong QuickBooks Online company - toggle the QuickBooks connection off and on in FlexBooks Settings to reconnect to the correct file.
Mixing payment processors across locations - if one location uses Transfirst and another uses Mindbody Payments, deposit matching rules differ. See Using FlexBooks with Mindbody Payments and How Do I Match My Deposits?
Duplicate FlexBooks accounts - if you accidentally created two accounts for the same site, contact support before canceling so billing and Site ID can be corrected.
Syncing before the locations are configured - if a new subscription syncs before we restrict it, every location’s transactions post to that QuickBooks file. Contact us and we can remove them, but it is much easier to avoid.
Forgetting the Online Store - online sales are recorded against a single Online Store location. Tell us which QuickBooks company should receive them, or they will not be synced anywhere.

Agency and franchise scenarios

Franchise owner with centralized bookkeeping

If all locations feed one QuickBooks Online file, confirm with FlexBooks support whether your Mindbody configuration supports a single-site or multi-site sync before subscribing. Setup requirements vary based on how Mindbody reports revenue across locations.

Separate LLCs per location

Each LLC should have its own QuickBooks Online company and its own FlexBooks subscription tied to that location’s Mindbody Site ID.

When to contact support

Reach out at flexbooks.io/contact before purchasing multiple subscriptions if:

You are unsure how many FlexBooks accounts you need.
You need to move a Site ID from one FlexBooks account to another.
You connected the wrong QuickBooks Online company and have already synced data.

Include each Site ID, studio name, and which QuickBooks Online company file each should connect to.