How to get Mindbody sales into QuickBooks Online without retyping them

Updated 2026-10-19

How to do it by hand

1. Pick the month and run the reports. In Mindbody's Reports area, pull the sales report totals for the whole month, once broken down by revenue category and once by payment type. Report names differ by edition and plan, so use whichever gives you category totals and tender totals for the same date range.
2. Add tax, tips and gift cards. Note the sales tax collected, tips collected, gift cards sold and gift cards redeemed for the same range. Those do not belong in revenue.
3. Map each category to a QuickBooks account. Decide once which income account each category uses, for example class packs, memberships, retail and workshops. Write the mapping down so next month is the same.
4. Debit the money side. One debit line per payment type to a clearing account (card, cash, check), plus a debit to gift card liability for gift cards redeemed.
5. Credit the revenue side. One credit per revenue category, one credit to sales tax payable, one to tips payable and one to gift card liability for gift cards sold.
6. Make it balance. Total debits must equal total credits. If they differ, the usual cause is a category or tender that was left out. Do not plug the gap into income.
7. Post it dated the last day of the month. Type it as a journal entry or import it as a CSV, then match your processor deposits to the clearing account in QuickBooks.

Why this happens

Booking sales when they are made, through a clearing account, keeps revenue on the right month even though deposits arrive days later and net of fees. That is the standard way bookkeepers handle it, and it is why the deposits are never part of the entry.

When the manual way is not enough

Done by hand this is an hour or two a month per studio, and the category and payment-type lists change as the studio sells new things. Here is what the finished entry looks like: