How to Choose the Right PIM Vendor

Having accurate and up-to-date product information is essential for any product-centric business wanting to compete on a level playing field in digital commerce. That’s why a PIM software solution is the idea suite of tools to manage all your product data in one place, so it is simpler for teams to collaborate maintain and distribute enriched product information across various channels.

However, selecting the most suitable PIM vendor for your needs can be a challenging task when there are so many vendors and systems on the market. In this insight article, we’ll discuss the key factors you should bear in mind when choosing a PIM vendor for your business.

Business Needs

Before you start your search for a suitable PIM solution, you should conduct an in-depth analysis of your current situation to determine what pain points you want to address and what solution will best address those needs. You need to be asking yourselves questions about:

  •    Specific areas to address when it comes to managing product data
  •    Whether you need something which can manage a large number of products or one that is more suited for a smaller inventory
  •   What existing systems the PIM will need to integrate with
  •   What the ideal destination scenario will look like – what you need to eliminate and what you want to improve

Incidentally, practically all modern PIM solutions are cloud-based, providing them with greater flexibility and agility. This ‘Software as a Service (SaaS) model is what most companies are adopting, as it eliminates the need for tech support and internal maintenance costs. Pricing for SaaS is usually subscription-based, determined by volume of data or number of user licences required.

Features and Functionality

The next step is to examine the features and functionalities of different PIM systems. As the market develops, and technological advances increase the range and sophistication of what a PIM offers, a few of the key features you will be looking for in a PIM system include:

Product Information Management capacity: the basic features such as capacity to manage product descriptions, images, and specs.

Data quality: a good PIM will have features which enable you to maintain and monitor data quality, offering functionalities such as data validation and data cleansing, as well as automated alerts when quality falls below the established threshold.

Workflow management: the PIM should have workflow management tools which empower your teams to manage the complete product data lifecycle, from onboarding through standardisation and enrichment, to syndicating channel-ready product information.

Capacity for integration given the data-driven nature of modern digital commerce (and this includes physical stores alongside eCommerce channels, your new PIM system should be able to integrate smoothly with existing systems like your ERP, CRM, inventory control and warehouse management. Additionally, you want to be able to plug into your major marketplaces easily to speed up the time to market factor.

User Experience

How easy is the PIM for users to master? Usability is a critical factor to consider. To avoid time-consuming training and a steep (and potentially error-prone) learning curve, you need a system (and particularly a user interface) which is user-friendly, and whose navigation is intuitive, especially for non-technical (business) users. You also want to be able to customise the user dashboard according to their needs and level of access permission.


PIM vendors offer varying levels of support – support is essential to ensure not only the success of your PIM implementation project but ongoing help and troubleshooting. You are looking for a vendor who offers a comprehensive support package, including 

  •   training
  •   documentation
  •   ongoing support

One way (although not failsafe!) is to look at PIM review sites to get the story from the horse’s mouth regarding quality of support – especially whether the vendor responds promptly when issues arise.


If they are successful, businesses grow, and your chosen PIM system needs to be scalable in response to that growth. You need a vendor who can satisfy your future aims, which will inevitably involve increased volumes of data and additional users. You may also be planning to expand into overseas markets at some point, so the PIM should provide features which allow you to do that easily – for example, the capacity to translate your product information into other languages or adopt different currencies. Finally, enquire about what roadmap the vendor has in terms of future product development and enhancements for its PIM offering.


Naturally, cost is a major factor when selecting a PIM vendor. PIM software can vary considerably in price, depending on the range of features and functionalities. Ideally, a vendor should provide a transparent pricing structure and a clear understanding of what is included in the cost (no hidden costs!) Factor in additional costs, like implementation, which will inevitably involve a product data audit, cleansing and migration to the new system, as well as initial training, and ongoing support.

Planning and preparation is key:

  • Clarity on business needs
  • Evaluating features and functionalities
  • Considering the user experience
  • Vendor support
  • Scalability
  • Cost and ROI


Make an informed decision which meets your specific requirements. A good PIM system can help you streamline your product data management, improve data quality, and increase efficiency, ultimately leading to increased sales and customer satisfaction.

 Get in touch for a more detailed conversation about which would be the right vendor for you or to get a demo of a solution you think could fit the bill.

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