PIM versus ERP: When do you use which system and how to connect them

PIM and ERP systems are often mentioned together, but they serve different purposes within the digital processes of trading companies. While an ERP system focuses on transactions and operational processes, a PIM system is fully dedicated to managing and distributing product information.

In this blog we explain the difference between PIM and ERP, when to use each system and how they work together through integrations with ERP systems, webshops and other digital platforms. This helps organizations manage product data in a scalable, consistent and future-proof way.

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What is the difference between a PIM and an ERP?

In many trading companies both ERP and PIM systems play a central role in digital operations. Still, these systems are often confused because they are closely connected.

An ERP system focuses on operational business processes such as purchasing, sales, inventory management, logistics and financial administration. It acts as the backbone of the organization and is primarily process-driven.

A PIM system focuses specifically on product information. This includes commercial product data, technical specifications, marketing texts, classifications, images and documentation. The goal of a PIM is to centrally manage, enrich and distribute consistent product data across all channels.

In short:

• ERP: manages transactions and processes
• PIM: manages product data and content

Both systems complement each other but solve different challenges.

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When do you need a PIM alongside an ERP?

Many ERP systems contain product fields, but they are not designed for extensive product enrichment or multichannel distribution. As soon as product data becomes more complex, multiple departments are involved or data needs to be published to several channels andlimitations become visible.

A PIM becomes relevant when:

• Product information comes from multiple sources
• Marketing, sales and e-commerce use the same data
• Multiple languages, markets or assortment structures are involved
• Product data needs to be shared with customers, suppliers or partners

In these situations a PIM provides structure, control and scalability that an ERP typically cannot offer.

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Can a PIM connect to my ERP?

Yes, a PIM is almost always connected to an ERP system. This integration forms the foundation of a reliable product data chain.

The ERP usually provides:

• Item numbers and product structure
• Base product attributes
• Pricing and inventory data
• Supplier information

The PIM adds:

• Commercial product information
• Marketing content
• Enriched attributes
• Classifications such as GS1 or ETIM

Through integrations, data remains synchronized while each system keeps its own responsibility.

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Connecting a PIM to a webshop or e-commerce platform

In addition to ERP integrations, connecting a PIM to e-commerce platforms is essential. Webshops require rich, up-to-date and consistent product information.

Typical data flowing from a PIM to a webshop includes:

• Product titles and descriptions
• Images and media
• Specifications and filters
• Categories and labels

A PIM ensures that product updates do not have to be maintained manually per channel. This speeds up time to market and reduces errors.

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Which PIM integrations are important?

The most important integrations around a PIM are:

• ERP systems for master data and process information
• Webshops and marketplaces for publication
• Built-in DAM functionality for managing images and media within the PIM
• External data standards such as GS1
• Customer or partner systems within the supply chain

A future-proof PIM architecture is flexible and allows new integrations to be added easily.

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How do product data flows work between PIM, ERP and other systems?

To make PIM and ERP work effectively together, it is crucial to clearly define where data is managed and how it flows between systems.

In practice this often looks like:

• The ERP owns item structure, SKUs, base attributes, pricing and logistics data
• The PIM owns commercial product information, enriched attributes, classifications, media and channel-specific content

Data usually flows once from the ERP to the PIM for structuring and enrichment. From the PIM, product information is then distributed to webshops, marketplaces, catalogs, partners and sometimes back to the ERP for enriched fields.

By clearly separating responsibilities, organizations avoid duplicate entry, data conflicts and unclear ownership.

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Integrations as a strategic foundation

Integrations between PIM, ERP and other systems are more than technical connections. They determine how scalable and future-proof the digital landscape is.

Without a clear integration strategy, organizations often end up with isolated point solutions. This leads to manual work, data silos and limited flexibility when new channels, countries or systems need to be added.

A strategic integration approach ensures that:

• New sales channels can be connected faster
• Multiple ERP systems or webshops can be supported
• Product data remains centrally managed, even during growth or acquisitions

This prevents the PIM itself from becoming a new bottleneck in the IT landscape.

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Common misconceptions about PIM and ERP systems

When comparing PIM and ERP, several assumptions frequently appear:

• An ERP can replace a PIM. In practice, ERP systems are not designed for rich product content and multichannel distribution.
• A PIM is only relevant for e-commerce. Sales, marketing, customer service and partners also benefit from centralized product data.
• Integrations are mainly technical. In reality they strongly influence process design and collaboration between teams.

Addressing these misconceptions creates a more realistic understanding of the role of both systems.

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How to determine if your organization is ready for PIM

An organization is often ready for a PIM when several of the following signals apply:

• Product data is spread across multiple systems and files
• Updating product information takes a lot of time
• Marketing and sales work with different versions of product data
• Adding new channels or markets is difficult
• Data quality is becoming increasingly important within the supply chain

A PIM helps manage this complexity by introducing structure, ownership and scalability.

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PLGGR within this landscape

Within this digital landscape, PLGGR positions itself as a provider of modern data and process solutions for trading companies. The PLGGR | PIM includes a connection to your ERP, has an AI assistant for data enrichment and has a built-in DAM functionality, allowing images, documents and other media to be directly linked to product data.

This reduces the need for additional systems, simplifies management and ensures that product information and media remain synchronized across all channels.

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Conclusion

PIM and ERP each play a distinct role within the digital processes of trading companies. The ERP drives transactions and operational processes, while the PIM ensures consistent, enriched and scalable product information. By defining clear data flows, implementing strategic integrations and setting realistic expectations, organizations create a digital landscape that grows with them. Not by replacing systems, but by letting them work together intelligently.

For organizations aiming to professionalize product data management and build a future-proof foundation, the combination of PIM, ERP and well-designed integrations is essential.