When asked about PIM implementation time, the honest answer is 3 to 12 months. This range is not random – it depends on several specific variables that can be planned in advance. In this article, we break down the entire PIM implementation process into stages and demonstrate what actually impacts the project's time and cost in manufacturing and distribution companies.
What is a PIM system and why does implementation time matter?
PIM – Product Information Management – is a system for centrally managing product data. Instead of storing product information separately in ERP, Excel spreadsheets, the store's CMS, and supplier emails, the PIM system gathers everything in one place and automatically makes it available to various sales channels.
For manufacturers managing complex product catalogs, PIM means an end to manual data updates across multiple systems simultaneously. For distributors, it means the ability to effectively manage data from dozens of suppliers without the chaos of formats and versions.
Why does implementation time matter? Because an overly optimistic schedule leads to two bad scenarios: either the project is shortened at the expense of product data quality, or—more often—it costs more than the implementation budget. A realistic time estimate from the outset protects both the project and the relationship with the implementation partner.
The three phases of PIM implementation and their typical duration
Every PIM system implementation – regardless of company type or size – goes through three key stages. Below, we describe each stage along with its estimated timeframe.
Phase 1: Pre-Implementation Analysis (4–8 weeks)
This is the stage that companies most often want to shorten. And they most often regret it. Pre-implementation analysis determines whether the project will deliver effective data management six months later—or merely relocate the old chaos to a new interface.
During pre-implementation analysis:
- you map the current flow of product information – where the data comes from, how it is processed, where it goes,
- you design the data model and data structures of the product catalog,
- you are planning integration with external systems (ERP, e-commerce, marketplace),
- you choose the appropriate version of the PIM system and the scope of functionalities to start with,
- you set the implementation schedule and budget with your partner.
The more internal systems and sales channels, the longer this phase takes. It's not worth shortening it.
Phase 2: System Implementation (2–9 months)
This is the actual implementation: PIM configuration, product data migration, integration development, and testing. The duration of this phase depends primarily on the number and complexity of integrations—especially the connection to the ERP system.
- Simple setup, 1-2 integrations: 3-4 months
- Medium-complex project (3–5 integrations, large catalog migration): 5–7 months
- Enterprise project with multiple systems and sales channels: 9–12 months
Implementing a PIM system using an MVP model—that is, launching key functionalities at the start—allows for a shorter implementation phase and allows for faster first-time results. PIM allows for the gradual implementation of subsequent modules as needed.
Phase 3: Post-MVP and optimization (continuous)
Launching the system is just the beginning. After Go-Live, PIM becomes an integral part of the company's IT ecosystem: adding attributes, training new employees, expanding the product catalog, and optimizing integration. This phase has no defined end – its goal is to maximize the benefits of the PIM system over the long term.
What influences the cost of implementing a PIM system the most?
The cost of implementing PIM can range from tens of thousands to hundreds of thousands of zlotys. The range is wide, but not arbitrary. The four variables that most strongly influence the implementation budget are:
1. Status of product data before implementation
If your data is scattered across Excel spreadsheets, emails, and various file versions, the migration will take much longer than anticipated. It's worth conducting a preliminary audit before signing the scope of work with your implementation partner. Pre-implementation data quality directly impacts the cost of your PIM implementation.
2. Number and complexity of integrations
Each integration with an external system – ERP, e-commerce platform , marketplace, CRM – is a separate item in the schedule and budget. Integration with Comarch ERP can take 4–8 weeks; connecting to a custom-built system can take 3–4 months. Always plan your implementation budget with a buffer for integration with other systems – this is the most common source of delays.
3. Scope of system customization
A standard PIM configuration is faster and less expensive than software with dedicated modules. Customize only what provides a real business advantage. The rest is a cost that increases with each system update.
4. Involvement of the internal team
Implementing a PIM system requires a client-side Product Owner – someone with the mandate to make decisions about the product data structure and project priorities. If this person is only available for two hours per week, the project will not progress according to schedule. Any decision delays extend the project, and extending the project means higher implementation costs.
Do the manufacturer and distributor have different implementation times?
Yes, and noticeably so. The starting point of both groups is different.
A manufacturer typically starts from scratch: product data exists in the ERP as a skeleton (names, codes, parameters), but there's no central database with marketing attributes, images, and technical documentation. Modeling the catalog structure from scratch adds another 2–4 weeks of analysis. By using PIM, the manufacturer gains a tool for effective data management across the entire production and distribution chain.
A distributor has data from suppliers, but in dozens of different formats. The main challenge is normalizing and mapping incoming data. PIM enables the implementation of a module that transfers responsibility for product data quality to the suppliers themselves. This makes managing data from multiple suppliers intuitive and automated.
Examples from real Cognize projects
Abriga (cosmetics industry, global market): Migrating from Akeneo PIM Enterprise to Community Edition – a complete version upgrade – took three months. The key was a clearly defined scope and well-prepared data. The result: savings of over PLN 100,000 per year in licensing costs.
Amper (distributor, electrical engineering): Implemented Akeneo PIM as part of a broader e-commerce project, alongside the launch of a B2B/B2C store based on the Sellina system. Effective product data management was enabled by a well-designed data model. The project went from zero to over 500 orders per month.
FCA : An extensive PIM system integrated with ERP via an intermediary database – an example of an implementation where integration with the ERP system required a dedicated solution ensuring the security and consistency of product data across various sales channels.
How to plan your implementation budget and not exceed it?
Planning a PIM implementation budget is the art of realistic risk assessment. We apply several principles to every project:
- Pre-contract analysis: 2–4 weeks of analytical workshop before the scope is signed. The cost of the analysis is a few percent of the budget – errors in the scope can cost dozens.
- 15–20% buffer on the implementation schedule and budget – a real risk assessment when implementing PIM systems.
- Instead of a perfect system, MVP: launch key functionalities and expand iteratively. PIM allows for the gradual implementation of subsequent modules.
- Dedicated Product Owner with real time for the project – without a decision-making person, each PIM implementation takes longer.
- Product data audit before pricing – allows you to avoid surprises during migration and more precisely plan product data management in the new system.
Summary
Implementing a PIM system takes 3 to 12 months, depending on the state of product data, the number of integrations, and the scope of customization. The cost of implementing a system depends on these same variables and ranges from tens to hundreds of thousands of zlotys. There's no single, perfect PIM solution for every company – that's why we match the system (Akeneo, Ergonode, or Pimcore) to the specific needs, not the other way around.
At Cognize, every PIM implementation begins with a pre-implementation analysis. We don't assume you need a specific system—we start by understanding your processes and your business. If you'd like to first assess how long the implementation will realistically take at your company, schedule a free consultation.
