Why You Might Not Need a PIM
Read this before you buy a PIM!
For brands, managing product data is often framed as a make-or-break operation. And if you’ve spent more than five minutes in a boardroom, you’ve likely heard someone wax lyrical about Product Information Management (PIM) systems. They’re pitched as the ultimate solution to product data chaos: centralising information, enforcing structure, and smoothing the path from ERP to Shopify.
It all sounds ideal—until you realise that for many brands, a PIM is not just unnecessary but actively counterproductive.
Let’s break it down. Here’s why you probably don’t need a PIM—and what to consider instead.
Why PIMs Are Popular (and Where They Work)
PIM systems have their place, especially for retail businesses juggling thousands of SKUs, dozens of sales channels, and messy, inconsistent workflows. For these brands, centralised data management and standardised processes can bring much-needed order to the chaos.
But that’s only part of the picture. Most PIMs are built with rigid structures that cater to the most common denominator. If your product catalogue doesn’t fit their assumptions, or your workflows don’t match their processes, you’ll quickly find yourself twisting your business to fit their tool.
For retail brands selling furniture, fashion, or anything that doesn’t conform to a traditional product hierarchy, PIMs can cause more headaches than they solve. Worse, they can be serious overkill for brands managing a smaller product catalogue or fewer sales channels.
The Problem with PIMs
The promise of a PIM is simplicity. The reality? Simplicity on their terms. Most PIM systems come preloaded with rigid data hierarchies, designed for a generalised idea of how retail businesses work. That might suit some industries, but for brands operating outside the mould, this rigidity can be a serious limitation.
Take furniture brands, for instance. Many PIMs are optimised for attributes like colour, size, or material—but struggle with complex builds like configurable SKUs or custom hierarchies. Similarly, for apparel brands juggling unisex categories or region-specific attributes, the “one-size-fits-all” approach of a PIM feels more like “one-size-fits-none.”
For brands with simpler setups—a stable product catalogue, a single sales channel, or minimal updates—PIMs simply aren’t worth the hassle. Why bring in a heavyweight solution when your needs can be met with something lightweight and flexible?
When You Don’t Need a PIM
Not every retail brand needs a PIM. In fact, most don’t.
A PIM probably isn’t right for you if:
Your product catalogue is small (think fewer than 2,000 SKUs) or largely static.
You operate a single or tightly aligned set of sales channels.
Your workflows are already streamlined and don’t require heavy data transformation.
Your team has no need for the heavy-duty syndication features that PIMs promise.
For service-based brands or retailers managing a limited range of products, a PIM is unlikely to add value. And if your product data remains stable over time—say, annual updates rather than weekly new arrivals—you’re better off exploring alternatives.
The Alternative: Low-Code/No-Code Solutions
Here’s where tools like Retool come in. Low-code and no-code platforms let you build custom solutions tailored to your processes—without the rigidity of off-the-shelf systems. Unlike a PIM, which dictates how you work, Retool adapts to you.
Imagine a tool that reflects how your team actually operates: custom product hierarchies, flexible data mappings, and seamless integrations with your existing tech stack. Platforms like Retool offer all this, plus the bonus of direct database access. That means no clunky APIs dictating what you can or can’t do with your data. It’s yours—fully accessible and ready to integrate.
Rather than relying on a centralised PIM to manage everything, Retool allows you to build lightweight applications for different stages of your product workflow. Need one app for product data creation and another for catalog syndication? Done. You get a bespoke ecosystem, minus the compromises.
How to Build Without a PIM
You don’t need a massive tech overhaul to start managing product data effectively. Begin with the essentials: a clear understanding of your data, a mapped workflow, and tools that adapt to your needs. Platforms like Airtable or Retool are perfect for this, offering flexibility without the steep learning curve.
Start by mapping out your data flows. What’s the source of truth for each product attribute? Which systems or teams rely on that data downstream? Once you’ve outlined this, you can build a lightweight, agile solution. The beauty of low-code tools is their adaptability—you can refine your system as your needs evolve, rather than committing to a fixed structure upfront.
Conclusion: The Real Question
The question isn’t “Do I need a PIM?” but “What’s the simplest, smartest way to manage my product data?” For many brands, the answer lies outside the box—and outside the PIM.
With low-code and no-code platforms like Retool, you can create a solution that works for you. No rigid hierarchies, no unnecessary complexity—just a system that supports your business instead of reshaping it.
Because in the end, the best tools are the ones that fit your needs—not the other way around.