How to Calculate your monthly MB Payments Fees

Once a month, you add up what MindBody kept in fees from your payouts and record that total in QuickBooks with one journal entry. It takes about five minutes.

Step 1: Download the Payouts Report

1. In MindBody, click Point of Sale in the left menu.
2. Click More at the top right, then Payments Portal.
3. Click Reports on the left, then Payouts.
4. Set the dates to the first and last day of last month (for example, 10/01/2026 to 10/31/2026).
5. Click View, then Export.
6. Open the file in Google Sheets or Excel.

Tip: Do this in the first week of the next month. The report lists each payout by the day MindBody started it, so every fee shows up in exactly one month, even when the money reaches your bank on the 1st of the next month.

Step 2: Check for chargebacks

Search the file for the word "chargeback" (Ctrl+F, or Cmd+F on a Mac).

• If nothing comes up, go on to Step 3.
• If you find one, follow How to Handle Chargebacks in Mindbody (MBO) and QuickBooks Online to take that sale back out of your income. Its fee is already in the Fees column, so Step 3 covers it.

Step 3: Add up the fees

1. Find the Fees column.
2. Add up the whole column. In Google Sheets or Excel, click the column's letter at the top, and the total shows at the bottom right of the screen.

Every number in that column is already negative, and every row belongs to the month you picked, so you add up all of it.

If you take bank payments such as EFT, subtract the Net Deposit of any Charge row that shows 0.00 under Fees. That row is MindBody giving back its fee on a bank payment that failed.

Step 4: Record the fees in QuickBooks

1. In QuickBooks Online, click + Create, then Journal entry.
2. Set the Journal date to the last day of the month.
3. On the first line, choose the account you use for card processing fees, and enter the total from Step 3 under Debits, as a positive number. If you don't have a fee account yet, create "MBO Fees" with Account Type: Expenses and Detail Type: Bank Charges.
4. On the second line, choose Credit Card Processor, and enter the same total under Credits.
5. In Memo, type the month, for example "MindBody fees, October 2026".
6. Click Save and close.

The second line takes the fees out of Credit Card Processor. FlexBooks records your full card sales into that account, and MindBody pays out your sales minus its fees, so without this line the fees would sit there and the account would never come back to zero.