Can I Map My MBO Income?
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. FlexBooks will then handle the rest and your MBO income reporting will always match your QuickBooks Online income reporting.
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. 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 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 all previous uses of the item to also be changed, select Also update this account in historical transactions.
- 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 scenarios
Changing mappings after you have already synced
Mapping changes apply to new transactions by default. To update historical transactions, check Also update this account in historical transactions when editing the product/service in QuickBooks Online.
Warning: Updating historical transactions can shift prior-month P&L reports. Coordinate with your bookkeeper before applying historical changes across many products.
When Mindbody revenue categories change
If you rename or reorganize revenue categories in Mindbody:
- FlexBooks will create new QuickBooks Online income accounts and products/services for new categories on the next sync.
- Old products may remain in QuickBooks Online mapped to the previous income account.
- Recommended: Update revenue categories in Mindbody before heavy sales periods, then verify mappings in QuickBooks Online Products and Services.
Custom or one-off products
Custom sales in Mindbody still sync through a product/service record. If a sale maps to an unexpected account:
- Find the product name in the QuickBooks Online transaction detail.
- Search for that product in Mindbody to confirm its revenue category.
- Update the QuickBooks Online product’s income account mapping if needed.
Troubleshooting mapping mismatches
| Symptom | Likely cause | Fix |
|---|---|---|
| Income in wrong QuickBooks Online category | Product/service mapped to wrong income account | Edit mapping in Products and Services |
| New category not appearing | Category added in Mindbody after last sync | Wait for next sync; verify in QuickBooks Online |
| Refund in wrong category | Refund tied to product with old mapping | Update product mapping; see Refunds, Chargebacks & Negative Transactions |
| Totals match but categories differ | Intentional non-mirrored mapping | Run audit report; document mapping choices |
Stripe and other payment income
If you use Stripe or other processors in addition to Mindbody Payments, see Can I Map My Stripe Income? for processor-specific mapping guidance.
When to change Mindbody vs. change QuickBooks Online
| Goal | Change in Mindbody | Change in QuickBooks Online |
|---|---|---|
| Reports should match between systems | Yes (preferred) | No |
| QuickBooks Online formatted for tax preparer | Maybe | Yes (with caution) |
| One product needs different account | Change its revenue category | Edit product mapping |