By Joris Polhaar, Sales Consultant
Replacing Excel with a PIM system.
Anyone who has managed product data in Excel knows the feeling: the first few files are manageable, but as your assortment grows, suppliers send new formats, and your online stores require more attributes, chaos ensues. Files get lost, formulas break, and errors creep in that become immediately visible to your customers.
For many mid-sized companies, this is the point where Excel no longer suffices. The solution? Product Information Management.
Excel gets stuck as you grow.
Excel feels familiar. Almost everyone knows how to use it, and in the early stages, it seems ideal: you list all product information in tables and create exports for your online stores or marketplaces.
However, over time, problems begin to pile up:
- Version control: Different departments work with their own files. Which one is the authoritative source of truth?
- Error-prone: A single incorrect cell or formula leads to wrong prices or missing images.
- Not scalable: Every marketplace or sales channel requires its own format. This results in endless copying and pasting.
- Performance: Files become so large that they open slowly or crash entirely.
This costs more than just time; it costs revenue. Customers expect complete, accurate product information. A single mistake can lead to frustration, missed orders, or unnecessary returns.
The alternative: a PIM system as the central source.
A Product Information Management system is designed to manage product data centrally and enrich it in a structured way. Instead of scattered Excel files, you work within a single central environment where all information converges: specifications, descriptions, prices, images, and classifications.
The strength of PIM lies in:
- Consistency: Product data is identical everywhere, from your online store to marketplaces.
- Validation: The system prevents incorrect values from being entered.
- Scalability: You can easily add new products and suppliers.
- Speed: New items go live faster because the data is complete from the start.
Schedule a demo and discover how PIM can accelerate your processes.
Case study: THEBO.
A great example of a mid-market company that took this step is THEBO. This family business runs multiple online stores in the Netherlands and Belgium, including koelingoutlet.be and horecavaatwassershop.nl.
Like many others, THEBO started with Excel files to manage product information. Suppliers sent data in various formats, which had to be processed manually. This was time-consuming and led to errors on their websites.
Together with ConnectingTheDots, THEBO transitioned to a Product Information Management system, combined with Onboard suppliers. This ensures that all supplier data, regardless of format or source, is automatically converted and prepared for the PIM.
The results for THEBO:
- Less manual work: No more hours spent on manual copying and correcting.
- Faster product launches: New products are live sooner.
- Consistent data: Customers see the same reliable information across all stores.
For THEBO, this meant not only significant time savings but also more control over product data within their expanding assortment.
What is the biggest disadvantage of using Excel for product data?
The primary disadvantage is the lack of a central, validated source of truth. This leads to inconsistencies, duplicates, and manual errors when managing product information across multiple sales channels.
Step by step: moving from Excel to PIM.
Migrating to a PIM system requires preparation. This five-step plan makes the transition more manageable.
1. Data cleansing
Start by cleaning up your current data. Remove duplicates, standardise colours, sizes, and currencies, and fill in any missing values.
2. Data modelling
Determine which attributes are essential for your products. For clothing, it might be size and material; for catering equipment, it could be voltage and capacity. Explore our Data Model & Structure for more insight.
3. Data mapping
Link your Excel columns to the fields in the PIM system. For example:
- Excel: "Product Name" -> PIM: "Title"
- Excel: "Description" -> PIM: "Long description"
- Excel: "Colour" -> PIM: "Attribute: Colour"
4. Execute a test import
Import a small dataset and check for accuracy. Correct where necessary before importing the full dataset.
5. Scaling up
Once the test is successful, scale up to all products, suppliers, and channels.
Tip: Always work with CSV files instead of XLSX, split product groups (such as clothing, appliances, and accessories), and use URLs for images and documents.
The role of Import & Onboarding.
Many companies hesitate to make the switch because suppliers provide data in so many different formats. Import & Onboarding from ConnectingTheDots removes this obstacle.
This component automatically converts data into the correct format, validates the content, and loads the information directly into the PIM system. Whether a supplier uses Excel, CSV, or XML, Import & Onboarding ensures clean, complete product data is ready for publication.
The benefits of a PIM system for mid-market companies.
A PIM system delivers much more than just clean product data. It creates structure and collaboration across the entire organisation:
- Collaboration: Marketing, procurement, and e-commerce all work in the same system. No more scattered spreadsheets, just one source of truth.
- Traceability: Every change is traceable. You can see who adjusted what, when, and why. This provides control and confidence.
- Roles and permissions: Not everyone needs access to everything. Manage exactly who can edit what with specific User Management.
- Efficiency: New products reach the market faster because data is complete and instantly available.
- Better customer experience: Customers see consistent and comprehensive product information, leading to higher conversion and fewer returns.
Download our free guide: The hidden costs of Excel for product data.
How does PIM improve e-commerce performance?
A PIM system improves performance by delivering consistent, complete, and high-quality product information to all channels. This results in better SEO, higher conversion rates, and fewer returns due to accurate product descriptions.
Frequently asked questions about PIM systems.
A Product Information Management (PIM) system centralises product data and ensures consistent information across all channels.
Excel is useful in the early stages but is not scalable. A PIM prevents errors, offers traceability, and makes collaboration easier.
Consider your assortment size, number of suppliers, and channels. Choose a PIM that aligns with your business model and offers scalability.
This varies by company, but with proper preparation and tools like Import & Onboarding, it can often be completed in a few weeks.
Conclusion: Product data belongs in a PIM system
For mid-market companies, the conclusion is clear: Excel is a great starting point, but not a sustainable foundation. As soon as you grow in terms of products, suppliers, and sales channels, a PIM system becomes indispensable.
It provides:
- One central place to collaborate on product data.
- Traceability and control over every change.
- Roles and permissions to clearly distribute responsibilities.
- Faster processes and fewer errors.
- Better product information for customers, directly impacting revenue growth.
If you want product data to be a growth engine rather than a bottleneck, moving to a PIM system is the only logical step.
ConnectingTheDots helps companies like THEBO make this transition successfully. By combining a robust PIM system with our Import & Onboarding, product data becomes a strategic advantage for your entire organisation.
Schedule a free demo and discover how your organisation can grow with a PIM system.
More on Excel vs PIM midmarket
In practice, comparing Excel vs PIM midmarket shows how product data becomes available faster and more consistently. By centralising your approach, you reduce the risk of errors and accelerate your time-to-market. A well-thought-out strategy makes your organisation more scalable and future-proof. If you want to get more out of your data flow, start small and build your approach step by step to ensure your processes remain manageable.
No, an increasing number of mid-market companies are implementing PIM. Due to the growth of e-commerce and data complexity, PIM has become essential for companies of all sizes that want to operate efficiently and scale.