Field mappings between Prospect 365 CRM and Unleashed

This article shows you which fields sync between Prospect 365 CRM and Unleashed, the direction each field syncs in, and when the sync happens. Use this as a reference if you need to check where a piece of data originates or how quickly a change appears in the other system.

Sync frequency

The integration queues a new sync approximately 15 minutes after the previous one completes. Orders confirmed from CRM to Unleashed push instantly and aren't subject to this delay.

⚠️ Important: Under heavy load, such as large product imports, the sync cycle can extend to 45–60 minutes.

Sync direction and type key

Each field mapping below is labelled with a sync direction and a sync type.

Sync direction:

CRM → Unleashed: Data originates in CRM and pushes to Unleashed.
Unleashed → CRM: Data originates in Unleashed and pulls into CRM.
Both directions: Data syncs in both directions.

Sync type:

⚡ Instant: Fires immediately, with no wait for the next import cycle.
Constant: Picked up every 15-minute integration cycle.
Initial only: Imported once when the record is first synced.
Initial + settable: Imported on first sync; can also be set when creating a record from CRM.
Initial + configurable: Imported on first sync; ongoing sync behaviour is configurable.
On confirmation: Sent to Unleashed at the point an order is confirmed from CRM.
On payment: Triggered when a card payment is processed via Stripe.
Manual: Requires a user action, such as a button click, to trigger.

Customer fields

Customer and company data syncs between Unleashed and CRM. The Customer Account Code is the primary identifier that links records across both systems.

CRM Field	Unleashed Field	Direction	Type	Behaviour
Sales Ledger Customer Code	Customer Account Code	Unleashed → CRM	Constant	Primary link between both systems. If changed in Unleashed, it syncs back to CRM.
Company Name	Customer Name	Both directions	Constant	Imported on initial sync and when a new customer is created from CRM. Constant sync if Two-Way Sync is enabled.
Company Phone Number	Phone	Unleashed → CRM	Initial only	Imported when new companies sync from Unleashed. Constant sync if Two-Way Sync is enabled.
Company Type	Account Type	Unleashed → CRM	Constant	Automatically set to Customer or Supplier based on account type in Unleashed.
Account Manager	Sales Person	Both directions	Constant	Imported on initial sync. Constant sync if Two-Way Sync (Account Manager toggle) is enabled. Matched by email address, which must be identical in both systems.
Customer Type	Customer Type	Unleashed → CRM	Constant	Requires customisation to display in CRM layouts. Constant sync — changes in Unleashed sync back.
Contacts (Name, Email, Phone)	Contacts	Both directions	Constant	Imported on initial company sync. Ongoing sync from Unleashed if Two-Way Sync is enabled. New CRM contacts push to Unleashed manually via the Sync to Unleashed button on the Contact record.
Company Main Address	Main Address	Both directions	Initial + configurable	Imported on initial sync. Two-way address sync is configurable via the Company Addresses toggle in Two-Way Sync settings.
Delivery Addresses	Delivery Addresses	Unleashed → CRM	Constant	Constant sync — changes in Unleashed sync back to CRM. Sales Ledger address in CRM populates from the Default Delivery Address in Unleashed.
Default Price Tier	Default Price Tier	Unleashed → CRM	Constant	Constant sync. Can be set when creating a new Unleashed account from CRM.
Default Payment Terms	Default Payment Terms	Unleashed → CRM	Constant	Constant sync. Can be set when creating a new Unleashed account from CRM.
Default Sales Order Group	Sales Order Group	Unleashed → CRM	Constant	Constant sync. Can be used to identify B2C customers.
Default Delivery Method	Delivery Method	Unleashed → CRM	Constant	Constant sync from the Unleashed customer account.
Credit Limit	Credit Limit	Unleashed → CRM	Constant	Syncs from Unleashed. Visible on the Unleashed page in CRM. Only available when Unleashed is integrated with Xero.
Customer Discount	Customer Discount	Unleashed → CRM	Initial + settable	Imported from Unleashed. Can be set when creating a new Unleashed account from CRM.
On Stop	Stop Credit	Unleashed → CRM	Constant	Stop Credit in Unleashed maps to On Stop in CRM. Prevents orders from being confirmed when the customer is on stop.
Xero Analysis Code	Xero Analysis Code	Unleashed → CRM	Initial + settable	For customers with Unleashed as the primary integration and Xero as the secondary integration. Can be set when creating new accounts from CRM.
Bill of Materials	Bill of Materials	Unleashed → CRM	Constant	BOM details and component recipe imported, including wastage quantities. CRM performs buildable stock "what if?" calculations on demand.

Product fields

Product catalogue data syncs from Unleashed into CRM. All product data flows from Unleashed to CRM.

CRM Field	Unleashed Field	Direction	Type	Behaviour
Product SKU / Code	Product Code	Unleashed → CRM	Constant	Unique identifier. If changed in Unleashed, the old SKU is obsoleted in CRM to prevent duplicates.
Product Description	Product Description	Unleashed → CRM	Constant	Constantly synced when changed in Unleashed.
Selling Price	Standard Selling Price	Unleashed → CRM	Constant	Constantly synced. Used on CRM quotes when no price tier applies.
Cost Price	Average Land / Default Purchase / Last Cost	Unleashed → CRM	Constant	Constantly synced. Configurable in CRM System Settings: choose Average Land Price, Default Purchase Price, or Last Cost.
Price Tiers	Price Tiers	Unleashed → CRM	Constant	All price tiers imported. The customer's default tier applies on quotes and orders. All tiers are viewable on the product record in CRM.
Stock Levels (total + per warehouse)	Stock on Hand	Unleashed → CRM	Constant	Stock imported from all warehouses. Total and per-warehouse levels are visible on the CRM product record.
Product Image	Product Image	Unleashed → CRM	Constant	Optional — enable in CRM System Settings. Only one image can be exported per product.
Extended Description / Internal Notes / Specification	Product Notes	Unleashed → CRM	Constant	Configurable: import to Extended Description (customer-facing), Internal Notes, or Specification field. Set in CRM System Settings.
Product Category	Product Group	Unleashed → CRM	Constant	Imported to the CRM Product Category field. Used in Magic Matrix cross-sell analysis.
Unit of Measure	Unit of Measure	Unleashed → CRM	Constant	Imported to the CRM Unit of Measure field. Can be displayed on quote tables.
Barcode	Barcode	Unleashed → CRM	Constant	Imported to the CRM Barcode field.
Obsolete status	Sellable Flag	Unleashed → CRM	Constant	If Sellable Flag = No in Unleashed, the product imports as Obsolete in CRM.
Purchase data (Qty, Dates)	Purchases	Unleashed → CRM	Constant	Delivered Quantity, Delivery Date, and Due Date synced from Unleashed purchases.
Never Diminishing	Stocked (Never Diminishing)	Unleashed → CRM	Constant	Never Diminishing setting synced from the Unleashed product record.

Sales order fields

Sales order data sends from CRM to Unleashed when an order is confirmed, and other data returns to CRM from Unleashed after fulfilment.

⚡ Tip: Orders confirmed from CRM push to Unleashed instantly. This is separate from the standard sync cycle and isn't subject to the same delay.

CRM Field	Unleashed Field	Direction	Type	Behaviour
Order confirmation	Sales Order	CRM → Unleashed	⚡ Instant	Confirmed CRM orders push to Unleashed immediately. Orders created directly in Unleashed also import to CRM.
Order Status	Order Status	CRM → Unleashed	On confirmation	Orders confirmed from CRM arrive in Unleashed with status "Parked".
Products / Line Items	Products	CRM → Unleashed	On confirmation	All products and quantities on the order post through to Unleashed.
Line Price	Price	CRM → Unleashed	On confirmation	Price entered on the CRM order line posts to Unleashed. Doesn't change default pricing for future orders.
Line Discount	Discount Per Line	CRM → Unleashed	On confirmation	Discount on the CRM order line posts to Unleashed. Doesn't change default discounts for future orders.
Extended Description	Line Comments	CRM → Unleashed	On confirmation	Notes in Extended Description on the order line post to Line Comments in Unleashed.
Delivery Notes	Delivery Instruction	CRM → Unleashed	On confirmation	CRM Delivery Notes field posts to the Delivery Instruction field in Unleashed.
Delivery Address	Delivery Address	CRM → Unleashed	On confirmation	Defaults to company address; can be changed to any saved or new address. Posts to the delivery address on the Unleashed order.
Memo	Comments	CRM → Unleashed	On confirmation	CRM Memo field posts to the Comments field on the Unleashed order.
Customer Order Reference	Customer Reference	CRM → Unleashed	On confirmation	Posts to the Customer Reference field in Unleashed (the customer's PO number).
Order Due Date	Required Date	CRM → Unleashed	On confirmation	CRM Order Due Date posts to Required Date on the Unleashed order.
Sales Order Group	Sales Order Group	CRM → Unleashed	On confirmation	Options imported from Unleashed. User selects in CRM. Requires customisation in Quote and Order record layouts.
Delivery Method	Delivery Method	CRM → Unleashed	On confirmation	Options imported from Unleashed. User selects the required delivery method in CRM.
Warehouse	Warehouse	CRM → Unleashed	On confirmation	Warehouses imported from Unleashed. User selects the required warehouse for the order.
Payment Receipt	Payment Receipt	CRM → Unleashed	On payment	Payment receipt posted to Unleashed when a card payment is processed via Stripe in CRM.
Custom Sales Order Status	Custom Sales Order Status	Unleashed → CRM	Constant	Unleashed custom sales order statuses imported to CRM for orders created directly in Unleashed. Field requires customisation for reporting.
Delivery Tracking Number	Tracking Number	Unleashed → CRM	Constant	Tracking number from completed Unleashed shipments imports to the CRM Sales Order record.

Shipment and invoice fields

Data from completed shipments and invoices in Unleashed syncs back to CRM order records.

⚠️ Important: Full field-level mapping for shipments and invoices isn't published in CRM documentation. Entries marked † below are inferred from workflow documentation and should be confirmed with the CRM product team before you treat them as definitive.

CRM Field	Unleashed Field	Direction	Type	Behaviour
Delivery Tracking Number	Tracking Number	Unleashed → CRM	Constant	Tracking number from a completed Unleashed shipment imports to the linked CRM Sales Order record.
Shipment status / completion †	Shipment Status	Unleashed → CRM	Constant	Shipment completion status syncs back to CRM. Full order history, including shipment details, is visible on the customer record. † Inferred from workflow documentation.
Dispatch Date †	Dispatch Date	Unleashed → CRM	Constant	Recorded in Unleashed when a shipment is completed. Syncs back to CRM as part of order history. † Inferred from workflow documentation.
Invoice Number †	Invoice Number	Unleashed → CRM	Constant	Invoice numbers sync back to CRM and are visible in order history on the customer record. † Inferred from workflow documentation.
Sales Order status → Completed †	Sales Order Status	Unleashed → CRM	Constant	Once all shipments and invoices are completed in Unleashed, Sales Order status updates to "Completed" in CRM. † Inferred from workflow documentation.

📌 Note: This information is compiled from verified CRM Help Centre documentation and was last reviewed in September 2026.