Can I Map My MBO Income?

How does FlexBooks Auto-Map my income accounts by default?

First, FlexBooks creates QuickBooks Online Income Accounts for each of your MBO Revenue Categories. Then, for each of your MindBody Products or Services, FlexBooks creates a corresponding Product or Service in QuickBooks Online and auto-maps them to their corresponding QuickBooks Online Income Account.

Can I map my MindBody Revenue Categories to different Income Accounts?

Yes – you absolutely can! We’ll show you how below, but first…

We highly recommend that you don’t do any “Mapping” with FlexBooks.

Why does FlexBooks recommend that I NOT do any mapping?

FlexBooks is designed to keep your MindBody Account and your QuickBooks Account mirroring each other. With mirrored QuickBooks Online/MBO accounts:

Your MindBody Reports will always match your QuickBooks reports
You or your bookkeeper can run audits to spot issues
You can easily spot missing or modified transactions
It’s just good bookkeeping practice

Will I lose my per-item reporting?

No. This is usually the real worry, so it’s worth being clear about.

FlexBooks creates a Product or Service in QuickBooks for every Product and Service in your MindBody, named exactly the same. Every package, class pack, membership and retail item you sell exists in QuickBooks by name, and every sale is recorded against it.

Your per-item detail is all still there. It lives in your sales reports rather than your Profit and Loss. In QuickBooks go to Reports > Sales by Product/Service Summary, or Sales by Product/Service Detail if you want every transaction, and pick any date range you like.

That leaves your Profit and Loss free to do its own job: showing you, your accountant, and anyone else who reads your books whether the business made money. A handful of income lines does that well. One line per thing you sell does not.

So if you’re coming from a setup where every product had its own Income Account, your Profit and Loss will get shorter after your first sync. That’s the change you’re looking at, and nothing has been lost. The detail moved to the report that was built for it.

Your old Income Accounts stay in your Chart of Accounts with their existing history. They simply stop receiving new sales.

What if I prefer my QuickBooks Income Accounts to my MindBody Revenue Categories?

No problem. Your MBO Revenue Categories should report your income the way you want to see it reported. Now’s a great time to take a step back and rethink how you want to see your Income reported – both in MindBody and in QuickBooks.

The best way to handle this is to go back and reconfigure your Revenue Categories in MindBody so that they match your QuickBooks Income Accounts. Any product FlexBooks creates from then on will land in the right account automatically.

Products that have already synced will not move by themselves. FlexBooks sets a product’s income account once, the first time it creates that product in QuickBooks, and never changes it afterwards. So after you change a category in MindBody, also change the income account on each of its existing products in QuickBooks, using the steps further down. That is what brings your two sets of reports back into line.

For instructions on how to change your MBO Revenue Categories in Mindbody, see Can I change my revenue categories after making sales? in Mindbody’s help center.

I have a really good reason to have different MBO Income Reporting & QuickBooks Online Income Reporting – I don’t need them mirrored!

How can I map my Revenue Categories to different Income Accounts?

You can do any mapping you want with FlexBooks from inside of QuickBooks on the Products and Services screen, and FlexBooks will never overwrite a mapping you have set there. FlexBooks uses these QuickBooks Online Products and Services to create transactions. Whatever these Products and Services are mapped to at the time the transaction is created – the mapped Income Account will be used at that time.

To change the mapping of your Products & Services:

In QuickBooks Online, click Settings (the gear icon) > Products and services.
Find the product or service item you’d like to map and click Edit (far right).
From the Income Account drop-down, select a new Income Account.
If you want past sales of the item moved as well, select Also update this account in historical transactions. Every product FlexBooks creates is a service or non-inventory item, so this box will always be there.
Click Save and close.

How do I find all of my Products and Services in Mindbody?

In Mindbody you will need to edit your Products and Services from separate screens. See Mindbody’s help center for Product and Service editing instructions.

Advanced mapping

Changing mappings after you have already synced, what happens when your categories change, custom products, and a table for fixing mismatches are all covered in Why Did FlexBooks Create a Duplicate Income Account?

Can I Map My MBO Income?