Why do I have $0.00 transactions in QuickBooks?
Because you gave something away and MindBody recorded the sale. FlexBooks syncs every sale MindBody reports, including the ones that collected no money, so a comped class or a free staff membership arrives in QuickBooks as a $0.00 sales receipt.
What they do to your books
Nothing. A $0.00 sales receipt has no amount, so it cannot move your Profit and Loss, your Balance Sheet, or any total on any report. It is a record that something was given away, which is usually worth having.
Which MindBody payment method to use
For a one-off freebie, use Comp/Guest. That is the method MindBody built for it, and MindBody describes it as used when you want to give a client a free service or product. MindBody records the income even though no money was collected.
Free memberships that repeat are a different case. An autopay needs a payment method that can charge on a schedule, and MindBody’s documented option for that is the client’s account balance, so a comped monthly membership usually shows up on the Account method. That is correct and there is nothing to fix.
Other is worth a word, because it is the method people reach for by habit. MindBody describes it as being for an alternative type of payment that is not already in the list, so it is not really meant for a comp. If your staff are using it for free memberships, Comp/Guest is the tidier choice.
If you would rather a $0 sale went somewhere you already use, ring it up as Cash. It goes wherever your other cash goes and creates nothing new in your Chart of Accounts.
Choosing which methods your staff can pick
MindBody has a setting for this, so it does not have to rely on memory. In MindBody go to Settings, then Retail, then Payment Methods. Each method has an Allow $0? box that decides whether it appears at checkout on a zero dollar sale. Turn it on for the method you want and off for the ones you don’t.
You can also clear the Active? box to take a method off the Point of Sale screen altogether. Cash is a MindBody default and cannot be switched off.
About the new accounts
A $0 sale on a method FlexBooks does not pool gives you an Other Current Asset account named after that method, holding nothing. Some of the accounts you see after your first sync were not caused by your staff at all: FlexBooks sets up a standard group so every kind of transaction has somewhere to go, and you get them whether you use them or not. An account sitting at zero has no effect on anything, and you can make it inactive in QuickBooks if you would rather not see it.
If you want comped income kept off your Profit and Loss, ask us and we will set the monthly entry up with you.