Why your Mindbody deposits don't match sales in QuickBooks

Updated 2026-10-19

How to do it by hand

1. Book the month's sales to Payments clearing. Debit a clearing account (one per payment type if you like) for what customers paid, and credit revenue, tax and tips.
2. List the deposits from your bank feed. For the same period, note each deposit from your card processor. Include the last days of the previous month that landed in this one.
3. Add the fee for each deposit. Processor fees are taken before the deposit. Gross deposit = net deposit + fee. Record the fee as an expense.
4. Match deposits to the clearing account. In QuickBooks, record each deposit as a transfer from Payments clearing to the bank, with the fee on its own line.
5. Read what is left in clearing. A small balance equal to the last days of sales is timing and will clear next month. Anything else is refunds, chargebacks, missing sales or a mis-mapped tender.
6. Chase the remainder. Look at chargebacks, refunds paid by a different tender than the original sale and gift card activity first.

Why this happens

Sales are earned on one day, cash is paid out on another, and the processor takes its cut in between. Booking deposits as income double counts the revenue; booking sales through clearing lets the two sides be compared without either one being wrong.

When the manual way is not enough

The sales journal entry is the first half of this. Studio Month-End builds that half and leaves deposits out of it on purpose; matching them in QuickBooks stays a step you do. See the month-end walkthrough for the entry itself.