Do you need a PIM system for your webshop?

Do you really need a PIM system?

If you manage an e-commerce platform, you may have asked yourself this question: Do actually we need a PIM system? The vendors might often say yes. Colleagues may say “maybe”. And then you end up looking at the budgets, timelines, and an already complex IT setup.

However, from Memo's experience, a PIM system can be very useful, but it is not always needed. In some situations, it brings clarity and structure. In others, it mainly adds extra costs and complexity.

In this blog, we explain when a PIM system makes sense, when it doesn’t, and what to think about before making a decision.

What is a PIM system?

Firstly, we will start with explaining what a PIM system (Product Information Management) is. A PIM is a central place where you manage all product information. It includes product names and descriptions, attributes and specifications, images and documents. And finally, translations. It is very common for your product data to be in various spaces like ERP systems, in the webshop's backend or even in spreadsheets. Over time this can become very overwhelming and maybe even confusing for your employees. 

In a situation where your product data is overflowing in various spaces, a PIM can help you out. 

A PIM system helps you to:

• Keep product data in one place

• Improve data quality and consistency

• Share product information across multiple channels

It is vital to understand that a PIM system does not replace your ERP or webshop. It sits in between and helps organize product content in a clear way.

When a PIM system does make sense

1. You have a large or growing product catalog

If you manage hundreds or thousands of products with many attributes, product data can quickly become hard to maintain. A PIM system can help you keep structure and scale without slowing your team down.

2. You sell through multiple channels

For example:

• A webshop

• Marketplaces

• Dealer or partner portals

• International websites

• Print catalogs

Managing product information separately for each channel takes time and increases the risk of errors.
With a PIM system, you manage data once and reuse it everywhere.

3. Your product data is complex

This happens often in B2B webshops, where products include:

• Technical specifications

• Variants and configurations

• Usage or application data

• Certifications or compliance information

A PIM system can then offer you more flexibility than most ERP or webshop systems for this kind of data.

4. Multiple teams work with product data

If marketing, sales, e-commerce, and product teams all update product information, things can get unclear.

A PIM system helps define:

• Who is responsible for what

• Clear workflows

• Fewer mistakes and less discussion

When a PIM system is usually not needed

1. Your product catalog is relatively small

For small or medium-sized catalogs, a PIM system is often too much.

Platforms like Shopify and Shopware already offer good product management features.
Adding a PIM too early can slow teams down instead of helping them.

2. You mainly sell through one channel

If your webshop is your main or only sales channel, the added value of a PIM system is limited. Many companies invest in a PIM “for the future”, while that future is still years away.

3. Your ERP system already works well

If your ERP system is well set up and product data is clean, a PIM system may not add much. A PIM should not be used to fix poor data quality in the ERP. That usually moves the problem instead of solving it.

4. Speed and cost are key priorities

A PIM system is more than just software:

• It needs implementation

• It requires clear rules and ownership

• It adds another system to manage

If your focus is speed, simplicity, or cost control, a PIM system may work against those goals.

Common misconceptions about PIM systems

“Every webshop will need a PIM eventually”
Not true. Many successful webshops run very well without a PIM system, even at scale.

“A PIM system will fix all data problems”
A PIM system does not fix bad data by itself. Without clear processes and ownership, problems will remain.

“A PIM project is mainly technical”
In reality, it is mostly about organization, processes, and teamwork.

Our view

We believe the best results come from asking the right questions first, such as:

• Which sales channels do we really need?

• How complex is our product data now, and in two years?

• Who owns product data internally?

• Where do mistakes or delays happen today?

Often, webshops first benefit from:

• Cleaning up ERP data

• Simplifying product structures

• Using their webshop platform more effectively

Sometimes this leads to a clear reason to implement a PIM system. However, sometimes it shows that a PIM is not needed yet and that is completely fine.

Our final thoughts 

A PIM system can be a powerful tool, but it is not a must for every webshop.
The end goal is not to use more software, but to support growth without adding unnecessary complexity.

Not sure if a PIM system fits your webshop or future plans? We’re happy to think along and help you make the right choice, even if that means advising you not to use a PIM system (yet).