Where Does Each MindBody Payment Method Go in QuickBooks?
FlexBooks pools your card money into one account, sends your cash to your cash account, and gives every other payment method its own Other Current Asset account in QuickBooks. A method called Venmo gives you an account called Venmo, and the money sits there until you tell QuickBooks where it really went.
That applies to any payment method you created yourself in MindBody, not only the ones MindBody ships with.
Where each payment method lands
| MindBody payment method | Where the money goes in QuickBooks |
| Credit (Visa/MC), Credit (Discover), Credit (AMEX), CC Swiped, CC Key/Stored | pooled with your other card money. See How Does FlexBooks Handle Credit Card Funds? |
| ACH | pooled with your other card money |
| Cash | your cash account. See How do I handle my Cash Deposits? |
| Check | Undeposited Funds. See How do I handle my Check Deposits? |
| Prepaid Gift Card | Undeposited Funds, recorded as Gift Card |
| Comp/Guest | an account called Comp/Guest |
| Other | an account called Other Payments |
| Account | not a holding account at all. See below |
| Trade, Rewards Program, Room Charge, Staff Charge, Third Party Payers | its own account, named after the method |
| Any method you created yourself | its own account, named after the method |
One thing about names. FlexBooks tidies a few of MindBody’s names before filing them. Anything with Visa in it becomes Visa/MC, anything with Gift Card in it becomes Gift Card, and anything with Amex becomes AMEX. That is why Prepaid Gift Card lands as Gift Card and why you will not find an account named after it.
Comp/Guest
Comp/Guest is how you give a client something free. MindBody records the income even though no money was collected, so you see the sale on your Profit and Loss and an equal amount sitting in an account called Comp/Guest.
There is nothing to do with that balance. No money is ever coming, so the account is not waiting on anything. If you would rather that income was not on your Profit and Loss at all, ask us and we will set up a monthly entry that moves it to a contra-income account, which keeps the detail and nets the income to zero.
See also Why do I have $0.00 transactions in QuickBooks?
Other
Other is MindBody’s catch-all, for a payment you took in a way that is not already in the list. FlexBooks sends it to an account called Other Payments. It is the one method whose account is not named after it, so if you have been looking for an account called Other, that is why you cannot find one.
What to do with the balance depends on what the money actually was. If it was real money that reached your bank, record the bank deposit as a transfer out of Other Payments. If it was not money at all, it behaves like Comp/Guest and there is nothing to do.
Account
Account is the odd one out, because it is not a holding account for money you have received. It is a client putting the cost of a purchase on their balance with you.
When a client owes you, FlexBooks creates an invoice against Accounts Receivable, and the payment they make later clears it. You may also see an Other Current Asset account called Account. That one only receives sales where nothing was owed and nothing was collected, so it usually sits at zero.
See also How Does FlexBooks Handle Customer Account Balances?
When a method is real money in the wrong account
Some methods are real money that reaches your bank even though FlexBooks does not pool them. Apple Pay and Google Pay are the common ones, and so is a renamed card method, or a bank payment you take under a name like EFT, PAD or Direct Debit. This money is processed by Mindbody Payments and arrives in your normal payout alongside your card sales.
If you use a clearing account that matters, because your Credit Card Processor account will be short by these amounts every month and your fee entry will not square it. The money you are looking for is sitting in a different account.
Move those amounts into Credit Card Processor as part of your month end, the same way you would any transfer between two accounts. Tell us which payment methods you use and we will confirm which of yours are affected.
The accounts that sit at zero
FlexBooks sets up a standard group of accounts on your first sync so every kind of transaction has somewhere to go: Undeposited Funds, Customer Accounts, Cash On Hand, Checks On Hand, Other Payments, Unapplied Credit Card Payment Income, and Credit Card Processor if you use a clearing account.
You get all of them whether you use them or not, so some will sit at zero forever. An account at zero has no effect on any report. Make it inactive in QuickBooks if you would rather not see it.
Seeing where you used a payment method
In MindBody, go to Reports, then Sales on the left, then the Sales report. Set your date range, uncheck All Payment Methods in the Payment Method filter, check the ones you want, and click Go.