PIM vs ERP: What's the difference? Do you need both?

PIM vs ERP: What is the difference and do you need both?

“We already have an ERP system — why do we still need a PIM?”

We hear this question almost every day from companies in mechanical engineering and industry. The answer is simple: PIM and ERP solve different problems. And in most cases, you actually need both.

In this article, we'll explain the difference between PIM vs ERP, show you when you need which system, and how the integration of PIM and ERP revolutionizes your product data processes.

This is what you can expect:

• The fundamental difference between PIM and ERP
• Comparison table: PIM vs ERP features
• When you need a PIM in addition to ERP
• How PIM and ERP work together
• Practical examples from mechanical engineering and industry

PIM vs ERP: The fundamental difference

ERP system (Enterprise Resource Planning):

An ERP system is the backbone of your business processes. It manages:

• Financial accounting and controlling
• Purchasing and Procurement
• Warehouse management and logistics
• production planning
• Sales and CRM
• human resources

Focus: Transactional processes and operational management

data: Master data, transaction data, financial data

users: Primarily internal employees

PIM system (Product Information Management):

A PIM system is the central platform for product information. It manages:

• Product descriptions and marketing texts
• Technical specifications and datasheets
• Product images and media
• Categorization and classification
• Multilingual product information
• Channel-specific product data

Focus: Product information for marketing and sales

data: Product content, media, marketing information

users: marketing, e-commerce, sales, external partners

The core difference:

ERP asks: “What does the product cost, where is it, how many do we have?”

PIM asks: “How do we describe the product so that customers want to buy it?”

ERP is transactional — PIM is informational.

ERP controls processes — PIM delivers content.

ERP is internally focused — PIM is customer-focused.

Comparison: PIM vs ERP in detail

The following points show the most important differences between PIM and ERP systems:

main purpose

ERP system: managing business processes
PIM system: manage product information

datatype

ERP system: transaction data, master data
PIM system: product content, media, marketing texts

user

ERP system: internal departments
PIM system: marketing, e-commerce, sales, partners

focus

ERP system: efficiency, processes, costs
PIM system: product experience, content quality

output channels

ERP system: internal reports, interfaces
PIM system: website, marketplaces, print, portals

multilingualism

ERP system: Limited
PIM system: core feature

media management

ERP system: No
PIM system: Yes (DAM integrated)

Product variants

ERP system: basic administration
PIM System: Advanced Inheritance Logic

workflow management

ERP system: process-oriented
PIM system: content-oriented

Typical costs

ERP system: 50,000-500,000 €
PIM system: 15,000-150,000€

When do you need a PIM in addition to ERP?

Your ERP system reaches its limits when:

1. You play more than 3 output channels
   ERP systems are not built to display product data in a channel-specific way. If you serve websites, marketplaces, print catalogs and retailer portals, you need a PIM.
2. You serve international markets
   Maintaining multilingual product information in an ERP is a nightmare. PIM systems have integrated translation management.
3. Marketing and e-commerce should work independently
   ERP systems usually require IT support for changes. PIM systems are built in such a way that marketing teams can independently maintain product information.
4. You have complex product variants
   Machines with hundreds of configuration options? ERP systems can represent this, but they cannot present it in a customer-friendly way. PIM systems use inheritance logics.
5. Product content is decisive for sales
   In the B2B sector, technical data sheets, 3D models and detailed specifications determine sales success. That's PIM territory.
6. You need fast time-to-market
   Launching new products in weeks instead of months? PIM systems are optimized for this, ERP systems are not.

Rule of thumb:

• Less than 500 products, 1-2 channels, just DACH → ERP is usually enough
• Over 1,000 products, 3+ channels, international → PIM is required
• Over 5,000 products, e-commerce focus → PIM is mandatory

PIM and ERP integration: The best of both worlds

The magic happens when PIM and ERP work together:

ERP → PIM data flow:

• Item numbers, SKUs
• Prices and conditions
• Stocks and availabilities
• Basic master data

PIM → ERP data flow:

• Product names (for invoices)
• categorizations
• Product hierarchies
• (rare, mostly unidirectional)

Best practice:

ERP is the “master” for transactional data (price, inventory).

PIM is the “master” for product information (descriptions, media).

Typical integration scenarios:

1. Real time synchronization: Prices and stocks are transferred from ERP to PIM every minute
2. Batch updates: New articles are transferred from ERP to PIM every night
3. Event-based: Status changes in ERP trigger workflows in PIM

Technical integration:

• REST APIs (modern, flexible)
• Middleware (such as Talend, MuleSoft)
• Direct database connectors (legacy)
• CSV/XML exchange (simple but prone to errors)

Frequently asked questions: PIM vs ERP

Can an ERP replace a PIM?

No, not for companies such as Mite-Commerce, multi-channel sales or international markets. ERP systems are not optimized for product information management. You can manage basic master data, but not marketing texts, media, or channel-specific content.

Can a PIM replace an ERP?

No, PIM systems are not built for transactional processes, financial accounting or inventory management. They complement the ERP, but do not replace it.

How much does it cost to integrate PIM and ERP?

Integration typically costs 10,000-50,000 € depending on complexity. Standard interfaces (e.g. to SAP, Microsoft Dynamics) are cheaper than custom developments.

How long does a PIM ERP integration take?

For standard interfaces: 2-4 weeks. With custom integration: 2-4 months. The duration depends heavily on the data quality in ERP.

Conclusion: PIM vs ERP — Not “either/or” but “as well”

PIM vs ERP is not a competition, but a partnership. Modern companies need both:

• ERP for operational excellence, process management and finances
• PIM for product experience, multi-channel capability, and marketing agility

The integration of PIM and ERP creates the basis for:

• Faster time-to-market
• Consistent product information across all channels
• Efficient processes without manual duplication
• Scalability for growth

Next steps:

1. Check: Which product data lives in ERP today, which outside?
2. Identify: Which channels can you NOT use efficiently today?
3. Book a free PIM ERP integration consultation