How Do I Reconcile My Credit Card Processor Account?

This article is for you if FlexBooks records your MindBody Payments sales into an account in QuickBooks called Credit Card Processor. It shows you how to check, once a month, that the balance in that account is exactly right.

What the balance is

Your Credit Card Processor balance is the money MindBody is holding for you on that day. It is made up of two things:

  1. Sales MindBody has charged but not paid to your bank yet. MindBody usually pays card sales two to five days after the sale, so a Friday’s sales typically reach your bank on Tuesday or Wednesday. Bank payments such as EFT or ACH take about a week.
  2. Processing fees you haven’t entered yet. The fees come out of each payout, and you enter them once a month (see How to Calculate your monthly MB Payments Fees).

So the balance is almost never $0, and it isn’t meant to be. After a busy weekend it can be several thousand dollars, and it drops again as the payouts land. A large balance on its own tells you nothing is wrong. What matters is whether the balance equals the sales MindBody was still holding, and the steps below check exactly that.

Before you start

Do this once the month’s bookkeeping is done:

Wait until about the 10th of the next month. By then MindBody has paid out every sale from the end of the month, including bank payments.

Step 1: Write down the balance on the last day of the month

  1. In QuickBooks, click Reports, then run a Balance Sheet.
  2. Set the report period to end on the last day of the month you are checking, for example 09/30/2026.
  3. Write down the amount next to Credit Card Processor.

Step 2: Export 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 start date to the first day of the month you are checking and the end date to the 10th of the next month, for example 09/01/2026 to 10/10/2026. Click View.
  5. Click Export and open the file in Excel.

Only the MindBody owner account can see this report.

Step 3: Add up the sales MindBody was still holding

  1. In Excel, filter the INITIATED DEPOSIT DATE column to show only dates in the next month (for example, October).
  2. Then filter the TRANSACTION DATE column to show only dates on or before the last day of your month (for example, September 30 or earlier).
  3. Add up the AMOUNT column for the rows that are left.

These are the sales from the end of your month that MindBody paid out the following month. On the last day of your month, MindBody was still holding all of them.

Step 4: Add any payout that reached your bank the next month

Look at the last payout or two in your month. If one of them was started on the last day of the month but reached your bank on the 1st or 2nd of the next month, add that payout’s total NET DEPOSIT to your Step 3 total. You can tell from your Credit Card Processor register: the transfer for that payout is dated in the next month.

Many months have none of these.

Step 5: Compare

Your Step 3 total, plus anything from Step 4, should equal the Credit Card Processor balance from Step 1, to the penny.

Example. On September 30, Credit Card Processor shows $3,742.10. In the Payouts Report, the October payouts include 28 sales dated September 30 or earlier, and their AMOUNT column adds up to $3,742.10. The account is right: that $3,742.10 is September’s last few days of sales, and it clears out of the account in the first days of October.

If the two don’t match

Each of these leaves a difference of a particular size, so the amount usually tells you which one it is.

  • The difference equals this month’s fees. The fee entry hasn’t been posted yet. Post it, then check again.
  • The difference equals one payout. The payout’s bank deposit was recorded as income instead of being transferred into Credit Card Processor, which also doubles that income. See Troubleshooting Missing, Duplicate, or Unmatched Transactions.
  • The difference equals a payout that is missing. A payout that reached your bank hasn’t been transferred into Credit Card Processor yet. Find it on the Banking page and transfer it. If this keeps happening, see If Your MindBody Payout Rule Stopped Working.
  • A refund or chargeback. A chargeback shows in the Payouts Report as a negative row and needs its own entry in QuickBooks. See How to Handle Chargebacks in Mindbody (MBO) and QuickBooks Online.
  • A bank payment that failed. If you take EFT or other bank payments, a failed one shows in the Payouts Report as a Charge row and a Refund row with the same Sale ID. Once the journal entry for it has been posted (see What Happens When an EFT or Bank Payment Fails?), leave that sale out of your Step 3 total.
  • A few dollars short, and you take bank payments. When a bank payment fails, MindBody gives back its processing fee. In the Payouts Report that shows as a Charge row with 0.00 under FEES and a NET DEPOSIT of a few dollars. Your fee entry for that month should be lower by that amount.
  • A sale is in one and not the other. Match the two lists sale by sale. The SALE/ORDER ID column in the Payouts Report is the same number FlexBooks puts in the No. of every sales receipt and payment in your Credit Card Processor register. A sale that is in the Payouts Report but not in QuickBooks was usually dated back in MindBody after that day had already synced. See What Happens When Someone Edits a Past Sale in Mindbody?.

If you have found the difference and aren’t sure what entry corrects it, send us the Sale ID and the amount and we’ll tell you exactly what to enter.

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