What Is a PIM System? Everything You Need to Know

Key Takeaways

What a PIM System Does and Why It Matters

A PIM system (Product Information Management system) is a software solution that centralizes, manages, enriches, and distributes product data across all sales and marketing channels, acting as a single source of truth.

PIM solves the problem of scattered, inconsistent, or incomplete data and ensures accurate, up-to-date product information is available across all channels. In 2026, PIM remains critical as customers expect detailed, consistent information across websites, marketplaces, mobile apps, print catalogs, and more.

How a PIM System Works and Supports Businesses

PIM collects data from multiple sources such as ERP, PLM, suppliers, and internal systems. The data is consolidated, enriched, standardized, and validated. High-quality product information is then distributed efficiently to employees, customers, and partners across all channels.

Key Features of a PIM System

PIM systems typically offer:

• Data collection and import from multiple sources
• Enrichment and processing (adding marketing texts, images, videos, technical details)
• Standardization and validation according to defined or international standards (e.g., BMEcat, ETIN)
• Integration with other systems like ERP, CMS, DAM, and CRM
• AI integration for faster content creation and data processing
• Multi-channel distribution and template-based publishing to websites, marketplaces, print catalogs, and more

Who Uses a PIM System and How It Integrates

Industries such as e-commerce, wholesale, and manufacturing rely on PIM to streamline product data management. Nearly every department can benefit, including marketing, sales, product management, customer support, R&D, and procurement. PIM complements existing systems rather than replacing them, and serves as a hub for accurate and consistent product information.

Read this article to fully understand what a PIM system is, how it works, the problems it solves, and the benefits companies can gain by implementing it in 2026.

PIM Systems – From the Past to Today

Before the rise of dedicated PIM systems, companies struggled to manage product information scattered across spreadsheets, ERP systems, supplier files, and marketing documents. Even today in 2026, some businesses face the same challenges. Their product data is often inconsistent, outdated, or incomplete, which makes it difficult to provide accurate information across sales channels.

PIM systems emerged as a solution to these challenges. Initially focused on centralizing and standardizing product data, modern PIM systems have evolved to include advanced features such as data enrichment, digital asset management, AI-driven automation, distribution of product information across sales channels, and more.

A PIM system acts as a centralized platform where all product information is collected, structured, and maintained before being distributed to e-commerce websites, marketplaces, print catalogs, and other channels. It serves as a shared interface and structured database for the entire organization, which provides a single source of truth for the full product range and ensures accurate, up-to-date information is available to internal teams as well as customers, wholesalers, and retailers.

However, despite all these capabilities, PIM is not a magic solution. It has its own purpose, features, limitations, and challenges. Therefore, having a realistic understanding of what PIM can do before implementation is key to successful data management.

What Keeps PIM Relevant in 2026?

Since customers around the globe are becoming more and more sophisticated and demanding, the popularity of PIM is increasing. Research shows that between 80% and 95% of shoppers research products online before buying, often comparing detailed attributes, specs, and reviews across sites. They want detailed, accurate information served consistently over multiple channels. Including customer ratings and reviews, visualizations, real-time inventory information, configurations, comparison tools, high-quality images, and, preferably, video has also become a must.

Data source: Forrester, “An Overview of Consumer Expectations in the Commerce Search Experience”.

To provide high-quality product information that meets growing customer expectations, businesses need specialized tools, which a PIM system delivers. This is especially relevant for companies that offer thousands of product items, or hundreds of items in countless variations, languages, and locations.

Therefore, a PIM system is essential for companies that need to organize, control, and improve the creation and distribution of product information.

What a PIM System Really Does

A PIM system can store and manage different types of product information required across departments, including:

• Master data (name, SKU, ID, weight, dimensions)

• Marketing data (descriptions, features, keywords, metadata)

• Technical data (specifications and compliance details)

• Sales information (prices, availability, customer reviews)

• Channel-specific data

• Digital assets (images, documents, videos)

• Taxonomies (categories, catalogs, labels, tags)

• Localized data (translations and country-specific content)

The value of a PIM system lies not only in what it stores but in how it organizes and maintains product data.

• A PIM system can handle large volumes of structured product data, making it easy to find, update, and reuse information.
• Centralized storage ensures that updates are made once and reflected everywhere, reducing errors and inconsistencies.
• All relevant stakeholders can access the product information in the formats they need, without maintaining separate files or documents.

Generally, a PIM system supports the collection, enrichment, storage, and maintenance of product information and enables its efficient distribution across multiple channels.

Note: In some regions, the PIM system may also be referred to as Product Resource Management (PRM), Product Content Management (PCM), or Product Data Management (PDM). However, PIM remains the most widely used term globally.

How does a PIM system work?

1. At first, product data is collected from various sources such as ERPs, PLMs, suppliers, internal systems, databases, legacy systems, etc.

2. Then, data is consolidated and enriched in the PIM System. For example, duplicated items are merged, all mandatory fields are completed, high-quality pictures and product videos are added, items are categorized and classified, relevant technical or marketing-oriented details are included, etc.

3. The prepared high-quality product information is exported from the PIM System to distribution channels such as company websites, distributors, e-commerce stores (e.g., Shopify, Magento, WooCommerce), marketplaces (e.g., Amazon, Otto), mobile apps, print catalogs, brochures, and more.

Which Tasks Does a PIM System Solve?

A PIM system helps improve the efficiency of data exchange in three key areas:

• Collaboration between departments within the company
• B2B – interactions with wholesale and retail partners
• B2C – interactions between sellers and individual customers

Key Tasks of a PIM System:

• Centralized collection of all product-related information in a single repository.
• Seamless data exchange with partners in multiple formats, including CSV, JSON, XML, XLSX, DOCX, and more.
• Faster updating and distribution of product information to wholesalers and other sellers.
• Simplified management of all product-related content, such as descriptions, attributes, media, technical specifications, legal data, brochures, manuals, and more.
• Integration with enterprise systems (e.g., ERP, MDM) to ensure consistent and accurate product information across platforms.
• Easier management of partner access to product catalogs, allowing control over which products and details (e.g., prices, availability) are shared.

What are the main features of a PIM?

PIM systems have many features, from the collection and enrichment of product information to distribution and publishing.

The most important features of a PIM system are:

Data collection and import

A PIM system's main purpose is to provide a single source of truth for all product information. Its most important feature is the ability to import data from a variety of sources, both internal and external. A good PIM system can integrate with all platforms and applications that provide product information, such as Excel or CSV files, ERP systems, media servers or MAM, supplier systems, etc.

Modern PIM systems also allow you to define business rules for imports, making it easier to consolidate data and reduce manual work. For example, it can automatically use photos from one supplier and technical product information from another.

Many people can be involved in collecting and managing product information, including product managers, copywriters, technical specialists, photographers, agencies, and others. The PIM system allows all collected data to be stored in one place for easier processing and management.

Data processing and enrichment

A PIM system helps you organize, enrich, and manage all product information in a central location. Once the data is collected, it can be merged and processed to improve quality. Marketing-relevant texts are written and added, technical specifications are recorded and verified for accuracy, and necessary photos and other media are included. Brochures and other relevant documents are also attached to the corresponding products.

The PIM system also supports international marketing efforts. It allows you to create translations of all content and provide country-specific product information.

Most PIM platforms offer tools to enhance product data. For example, you can:

• Create relationships between products to enable upselling, cross-selling, replacements for out-of-stock items, or spare parts.
• Define which fields are mandatory and ensure they are completed.
• Standardize the spelling of measurement units (e.g., mm, MM, millimeters) and automatically convert units when localizing descriptions (e.g., kg to pounds).

As with data import, look for automation. Bulk editing features can help eliminate repetitive tasks and save time.

Data standardization

A PIM system helps ensure that product data meets consistent standards. Standards can be defined internally or based on internationally recognized formats, such as BMEcat or ETIM. This uniformity makes it easier for all parties involved—manufacturers, suppliers, wholesalers, and retailers—to process and exchange product information efficiently.

Data validation

Before publishing information through different distribution channels, a user has to ensure that all data is reviewed and validated. This can be done manually or automatically. Within a PIM, it is possible to define which product features are to be filled in for certain products, which fields are mandatory, and which should be optional. Thus, the new data set is checked directly while inputting for compliance with the previously defined rule.

Integration with other systems

A PIM system can be connected with other systems for both import and export purposes. The data exchange can take place manually, semi-automatically, or fully automatically. Fully automatic integration ensures smooth business processes within a company and minimizes error probability. Thus, every system is used for the intended purpose. A PIM system, in this case, as a data hub, would take over the collection and publishing of the product information.

Integration with AI

PIM AI integration is a recent trend that enables the generation of detailed product descriptions, processing of customer reviews, and mapping attributes more quickly and accurately. Many PIM systems offer AI integrations as a separate module or as functionality of their existing modules. The combination of PIM and AI offers limitless potential, with the most practical advantage being the faster and more accurate creation of product content using its attributes.

Distributing data via various channels

PIM system enables delivering consistent and detailed product information to everybody who needs it, either to your employees (e.g., sales team, marketing team, customer support team) or your customers, on any online or offline channel. You should be able to publish the content on the company website, mobile apps, email newsletter, e-commerce platforms, marketplaces, etc. Information from PIM can also be used for print sources, like catalogs, flyers, brochures, etc., as well as for business intelligence tools. The source systems, like ERP, can also get the enriched information back.

Note: The PIM system allows you to define the format and structure of product data required by different channels, such as e-commerce platforms. Once these templates are set up, new product information can be published automatically using the predefined structure, without the need for additional editing.

Who Uses a PIM System?

Some of the industries where PIM is very important include:

• E-commerce (not surprisingly) - since what you sell today is not just a product, but also an experience, you need PIM to provide detailed information and create user stories.
• Wholesale – if you are able to distribute an accurate, unified product description and not just a high-quality product, you will outrank your competitors.
• Manufacturing – having a PIM system will help to reduce time to market and increase productivity.

A PIM system is a necessity for companies that:

• have a big assortment (1000 SKUs is big enough),
• sell in many countries and need to localize product information,
• have complex product information,
• offer products that often change, so that information constantly needs to be updated,
• want to effectively apply a long-tail strategy,
• plan to expand in e-commerce,
• offer print catalogs and brochures on paper.

Which departments will need access to a PIM system?

Nearly every department can use it for various purposes:

• Product managers need access to PIM to create quality product information.
• Marketing and sales departments use it to access accurate and detailed, unified data and to prepare additional marketing materials.
• The customer support team uses it to access technical specifications, guidelines, etc.
• The R&D team stores CAD drawings and other technical documentation.
• The procurement department stores prices, quality criteria, etc.

What PIM systems are available today

PIM systems are generally classified into two main types: cloud-based and on-premises.

Cloud-based PIM systems are hosted in the cloud, which means no local installation is required. They are automatically maintained and updated by the provider.

On-premises PIM systems are installed on a local server, and maintenance and updates must be handled locally.

Some PIM solutions, such as AtroPIM, offer the flexibility to be used either from the cloud or on a local server, combining the benefits of both approaches.

What Systems Can PIM Integrate With?

Within a company, most processes are controlled and managed by ERP systems. While ERP systems work well for internal operations, they are generally not designed for external interactions or online channels and often handle product information differently. This topic is explored in more detail in our dedicated article comparing PIM and ERP systems.

Simply put, an ERP cannot replace a PIM system. Even with ERP in place, a business still needs PIM to streamline internal processes and enhance collaboration between departments when preparing and distributing high-quality product data.

Let's check some other systems that can easily be used with PIM:

• DAM (Digital Asset Management) – manages images, videos, and other digital assets related to products. A DAM module can be part of a PIM system, or a separate DAM system can be integrated with it, but PIM offers many more features and handles more than just visual data.
• CMS (Content Management System) – used to organize digital content. It is usually designed to manage content for a website or e-commerce platform, but not for other channels, especially internal ones. Scaling can also be difficult with a CMS.
• CRM (Customer Relationship Management) – focuses on customer-related business processes and is not the same as PIM. However, PIM is sometimes referred to as a "CRM for products."
• ERP (Enterprise Resource Planning) – effectively organizes and optimizes business processes like sourcing, warehousing, and selling products, but it is not designed to provide high-quality product information. PIM complements ERP and serves additional purposes.