A Product Information Management (PIM) system is the central data platform for all product information – from descriptions to technical data to images and translations. For e-commerce companies with growing product catalogs and multichannel requirements, a PIM becomes an indispensable tool. This guide shows when implementation pays off, which system fits and how integration succeeds.
What is a PIM System?
A PIM system is software for centralized management of all product information. It serves as a "Single Source of Truth" – a single, authoritative data source for all connected systems, departments and sales channels. Instead of maintaining product data in parallel in Excel lists, ERP system, shop and catalog, management takes place in one central location.
Centralized Data Storage
All product information in one place: descriptions, prices, images, translations, technical data.
Multichannel Output
Automatic distribution to webshop, marketplaces (Amazon, eBay), catalogs, POS and mobile apps.
Data Quality
Validation, completeness checks and consistent data across all channels.
The ERP system (SAP, Microsoft Dynamics, JTL) remains the source for prices, inventory and orders. The PIM supplements the ERP with marketing-relevant product information such as descriptions, images, videos and channel-specific adaptations.
When Does Your Company Need a PIM?
Not every online store needs a PIM system. Implementation pays off from a certain complexity. Sana Commerce recommends a PIM from 15,000 products. But other factors also play a role:
- Product count: More than 5,000-15,000 SKUs in the assortment
- Multichannel: Sales via webshop + marketplaces + print/catalog
- Internationalization: Multilingual product data for different markets
- Complex products: Many variants, technical specifications, accessories
- Frequent updates: Regular price changes, assortment changes, seasons
- Team size: Multiple people maintain product data
- Data quality problems: Inconsistencies between channels, errors in product descriptions
Companies with PIM systems achieve 80% faster time-to-market for new products (Pimberly). Automation significantly reduces manual work and minimizes errors in product data maintenance.
Akeneo vs. Pimcore: System Comparison
The two leading open-source PIM systems are Akeneo and Pimcore. Both are based on PHP/Symfony and offer free Community Editions. The choice depends on your requirements.
| Feature | Akeneo | Pimcore |
|---|---|---|
| Focus | Pure PIM | PIM + DAM + MDM + CDP |
| Market share | 6.76% (6sense) | 41.17% (6sense) |
| Customers worldwide | ~1,005 | ~6,120 |
| User-friendliness | Very high | Medium (more technical) |
| Editions | Community, Growth, Enterprise | Community, Enterprise, Cloud |
| DAM integrated | No (add-on) | Yes (native) |
| Implementation effort | Low-Medium | Medium-High |
| Ideal for | Quick start, marketing focus | Complex requirements, enterprise |
| Reference customers | Sephora, Auchan | Audi, IKEA, Burger King |
Akeneo: The Specialist
Akeneo is a specialized PIM system focused on user-friendliness and fast implementation. The intuitive interface allows even marketing teams without technical know-how to efficiently maintain product data. The extensive marketplace offers ready-made connectors for Shopware, WooCommerce, Magento and ERP systems.
- Strengths: Intuitive UI, fast implementation, ready marketplace
- Weaknesses: No integrated DAM, less flexible for special requirements
- Ideal for: Mid-market with marketing focus and standardized requirements
Pimcore: The Enterprise Platform
Pimcore goes beyond pure PIM and combines Product Information Management, Digital Asset Management (DAM), Master Data Management (MDM) and Customer Data Platform (CDP) in one platform. The higher flexibility requires more technical know-how and implementation effort.
- Strengths: All-in-one platform, high flexibility, enterprise-ready
- Weaknesses: More complex implementation, steep learning curve
- Ideal for: Enterprise with complex requirements, omnichannel, multi-brand
Besides Akeneo and Pimcore, there are other PIM systems like Ergonode (open source, modern), inRiver (SaaS, enterprise), Salsify (SaaS, US-focused), Perfion (for Microsoft Dynamics) and AtroPIM (open source). The choice depends on budget, technical competence and specific requirements.
PIM Integration with Shopware
Integration of a PIM system with Shopware 6 is done via API interfaces, plugins or middleware solutions. The goal is bidirectional data exchange: product data flows from PIM to shop, while category structures and possibly inventory data are synchronized.
# Example: PIM → Shopware data flow
pim_sync:
source: pimcore
target: shopware6
entities:
products:
sync_direction: pim_to_shop
fields:
- name
- description
- ean
- manufacturer
- properties
- media
categories:
sync_direction: bidirectional
fields:
- name
- description
- parent_id
prices:
sync_direction: erp_to_shop # Prices from ERP
schedule:
full_sync: "0 2 * * *" # Daily 2:00 AM
delta_sync: "*/15 * * * *" # Every 15 minutesIntegration Methods
Plugin/Connector
Ready plugins for Akeneo and Pimcore in the Shopware Store. Fastest implementation.
API Integration
Direct connection via Shopware REST/GraphQL API. Maximum flexibility, but development effort.
Middleware/iPaaS
Intermediate layer for complex integration scenarios with ERP, PIM and multiple shops.
Sync Strategies
When integrating PIM with shop, you must decide whether product changes are transferred in real-time or batch-based:
- Real-Time Sync: Changes in PIM are immediately visible in shop. Ideal for fast-moving assortments.
- Batch Sync: Changes are collected and transferred at defined times (e.g. nightly). Less system load.
- Delta Sync: Only changed products are transferred. Efficient for large catalogs.
- Full Sync: Complete catalog is regularly synchronized. Safest approach, but resource-intensive.
PIM and ERP Integration
A PIM system doesn't work in isolation, but draws master data from the ERP system and delivers enriched product data to sales channels. Integration with SAP Business One, Microsoft Dynamics or JTL-Wawi is critical for success.
Typical data flows:
- ERP → PIM: Article number, EAN, base prices, inventory information
- PIM → Shop/Marketplaces: Descriptions, images, videos, translations, SEO texts
- Shop → ERP: Orders, customer data (via separate integration)
Before PIM implementation, it must be clarified which system is leading for which data. Prices and inventory typically come from ERP, marketing content from PIM. Conflicts arise when both systems maintain the same fields.
Implementation Checklist
Implementing a PIM system is not a pure IT project, but requires involvement from Marketing, E-Commerce, Product Management and IT. The following steps lead to success:
Phase 1: Analysis & Goal Setting
- Define concrete, measurable goals (e.g. 50% less maintenance effort, 30% faster time-to-market)
- Document current data sources (ERP, Excel, shop, suppliers)
- Identify data quality problems
- Define output channels (webshop, Amazon, eBay, catalog, POS)
- Involve stakeholders from all affected departments
Phase 2: System Selection
- Create requirements catalog
- Shortlist with 2-3 systems (e.g. Akeneo, Pimcore, Ergonode)
- Conduct demos and proof of concept
- Calculate Total Cost of Ownership (TCO) (license, implementation, operation)
- Evaluate implementation partners
Phase 3: Data Modeling
- Define product attributes (mandatory fields, optional fields)
- Establish category structure
- Define attribute groups and families
- Create validation rules (e.g. EAN format, minimum description length)
- Check BMEcat or ETIM classification (for B2B)
Phase 4: Data Migration
- Clean and harmonize existing data
- Create import mappings
- Perform test migration with subset
- Check data quality after migration
- Perform complete migration
Phase 5: Integration & Rollout
- Set up ERP integration (SAP, Dynamics, JTL)
- Configure shop integration (Shopware, WooCommerce, Magento)
- Set up marketplace connections (Amazon, eBay, OTTO)
- Define user roles and permissions
- Conduct employee training
- Phased rollout (first product category, then complete)
A phased rollout reduces risks. Start with one product category or region, test processes and refine workflows before expanding to the entire catalog.
Costs and ROI of a PIM System
The costs for a PIM system consist of license costs, implementation and ongoing operation. Open source solutions like Akeneo Community or Pimcore Community are license-free but require hosting and development effort.
| Cost Type | Open Source | SaaS/Enterprise |
|---|---|---|
| License (Year) | €0 | €10,000-100,000+ |
| Implementation | €20,000-80,000 | €30,000-150,000+ |
| Hosting (Year) | €3,000-12,000 | Included in license |
| Maintenance (Year) | €5,000-15,000 | Included in license |
| Total Year 1 | €28,000-107,000 | €40,000-250,000+ |
| Total Year 2-5 (p.a.) | €8,000-27,000 | €10,000-100,000+ |
The figures mentioned are reference values from typical projects. Actual costs vary significantly depending on product count, data structure complexity, number of output channels and individual customizations. For a realistic estimate, we recommend an individual consultation.
ROI Factors
- Time savings: 80% faster product launch (Pimberly), less manual data maintenance
- Error reduction: Fewer returns due to correct product information
- Revenue increase: Better product presentation = higher conversion
- Scalability: Easier expansion to new markets and channels
- Compliance: Easier fulfillment of requirements like Digital Product Passport (DPP)
Frequently Asked Questions About PIM Implementation
As a rule of thumb, experts recommend a PIM from 5,000-15,000 products. But even smaller catalogs benefit with complex products (many variants, attributes), multichannel sales or frequent updates. The decision depends less on the pure number than on the complexity of product data maintenance.
There is no universally better system. Akeneo is suitable for companies looking for a specialized, user-friendly PIM with fast implementation. Pimcore is the choice for enterprise requirements, complex data models and the need for integrated DAM. We're happy to advise you on system selection.
Duration varies greatly depending on scope. A simple Akeneo implementation with standard shop connection can be completed in 8-12 weeks. Complex Pimcore projects with ERP integration, data migration and multichannel connection typically require 4-12 months. A phased rollout reduces risks.
Yes, ERP integration is a core component of any PIM implementation. Both Akeneo and Pimcore offer interfaces to SAP, Microsoft Dynamics, JTL-Wawi and other systems. Integration can be done via APIs, middleware or ready-made connectors.
That depends on the chosen PIM. Pimcore comes with integrated Digital Asset Management. With Akeneo, DAM is a paid add-on or you use a separate DAM system. For extensive image material and videos, a professional DAM is recommended.
Costs vary greatly. Open source solutions (Akeneo Community, Pimcore Community) are license-free but require implementation (€20,000-80,000) and ongoing hosting/maintenance (€8,000-27,000/year). Enterprise versions with SaaS model start at €10,000-30,000/year license costs plus implementation.
PIM as Foundation for E-Commerce Growth
A PIM system is not a luxury for growing e-commerce companies, but a strategic necessity. Centralized management of all product information saves time, reduces errors and enables efficient distribution to all sales channels. With the right system selection – whether Akeneo for quick start or Pimcore for enterprise requirements – and a well-thought-out implementation, you create the foundation for scalable growth.
As experts for e-commerce solutions and system integration, we support you with PIM selection, implementation and integration into your existing system landscape. Contact us for a free consultation.
This article is based on data from: 6sense (market shares), Pimberly (time-to-market), Sana Commerce (product count recommendation), Basecom (Akeneo vs. Pimcore comparison), Unit-M (implementation checklist). The figures mentioned may vary depending on source and timing.