PIM System Audit: When to Run One and What to Expect

Product Information Management (PIM) systems are now one of the key components of the e-commerce and omnichannel sales ecosystem. They are responsible for the quality, completeness and consistency of product data used across online stores, B2B platforms, marketplaces, as well as by sales and marketing teams.

We often work with companies that have been using a PIM system for several years, but only to a limited extent – or not at all. The reason is usually similar: the system does not meet business expectations, is difficult to use, or fails to support real sales processes.

Solutions such as Pimcore or Ergonode offer extensive capabilities, but only when they are properly configured and continuously developed. Otherwise, a PIM becomes just another IT system that generates costs and frustration for users. In such cases, a PIM audit is the first step towards restoring order in product data management.

When Is It Worth Conducting a PIM Audit?

An audit of an existing PIM system is the first step in the optimisation process. A PIM audit is not just an analysis – it is primarily a diagnosis and a set of recommendations on how to make the system reliable, secure and aligned with the organisation’s individual business needs.

A PIM audit should be considered whenever the system has been operating in the organisation for some time and doubts arise regarding its effectiveness. The most common triggers include:

• declining system performance – slow searches, long imports, data save errors,
• difficulties in handling multiple markets, languages and sales channels,
• increasing maintenance and development costs,
• planned system expansion, version upgrade or cloud migration.

An audit helps answer the key question: to what extent does the PIM system actually support the company’s business objectives? This includes verifying whether the system accelerates time-to-market, facilitates the work of sales and marketing teams, and enables efficient management of product offerings across multiple channels.

The audit also helps distinguish between issues caused by technological limitations and those resulting from incorrect configuration decisions or inefficient processes.

When Do Clients Approach Us for PIM Audits?

Clients most often contact us when their PIM system has been in place for several years but no longer delivers the business value expected at the implementation stage. The system may be technically operational, yet its use is time-consuming, heavily manual and does not effectively support sales, marketing or e-commerce teams.

PIM audits are also commonly commissioned at key turning points for an organisation – before a planned system upgrade, cloud migration, rollout to additional markets, or when changing a technology provider. In such situations, companies want a reliable assessment of the current solution, potential risks and the real cost of further development.

Another frequent driver is dissatisfaction with the current system provider: limited responsiveness, lack of proactive support, growing costs unrelated to scope changes, or a gap between initial promises and actual results. A PIM audit helps organise the situation and prepare the organisation for informed decisions about next steps.

Karolina Kaczor
Head of Delivery / PIM Expert, Univio

What Does a PIM System Audit Include?

A PIM audit consists of two main parts: a technical audit and a functional audit.

Technical Audit

• Review of custom code quality – detailed analysis of dedicated functionalities and extensions to assess their quality and impact on overall system stability.
• Review of API extensions and modifications – evaluation of REST API / GraphQL interfaces critical for integrations with other systems.
• Assessment of automated test coverage and quality – verification of whether existing tests ensure system reliability and continuity.
• Review of third-party plugins from Pimcore / Ergonode / Akeneo marketplaces – identifying potential risks, conflicts and upgrade requirements.
• Assessment of the system upgrade process – analysis of dependencies and challenges related to version upgrades.
• Evaluation of cloud migration readiness – advisory on moving the application to SaaS or other cloud-based hosting models.

Functional Audit

• Data model assessment – evaluation of how effectively product data structures are designed and used.
• Review of multilingual and multichannel data distribution – analysis of how product information is managed across markets and languages.
• Verification of automation mechanisms and business rules – assessment of workflows, rules and other automation tools used in the PIM system.
• Evaluation of PIM feature utilisation – determining whether available functionalities are being fully leveraged to improve efficiency.

What Does a PIM Audit Report Contain?

The result of the audit is a comprehensive report that serves as a solid basis for decisions regarding the future development of the PIM system – including technical improvements, functional priorities, version upgrades, cloud migration or a potential change of vendor.

The report includes:

• an assessment of the technical condition of the application (code quality, performance, resource usage),
• functional analysis with improvement recommendations,
• a list of identified issues and security gaps,
• recommendations regarding upgrades, changes in cooperation with the current vendor or preparation for vendor change,
• a prioritised action plan to support discussions with IT teams, technology partners and management when planning budgets and further development.

Common Issues Identified in Audited PIM Systems

In audited PIM systems, we most often encounter issues that have accumulated gradually over time. These typically include overly complex or unclear data models, lack of well-defined business rules and underutilisation of native automation mechanisms.

From a technical perspective, we frequently identify extensive custom functionalities that make PIM upgrades difficult, increase maintenance costs and negatively impact system stability. Other common issues include lack of automated tests, performance problems and limited control over integrations with systems such as ERP or e-commerce platforms.

From a business perspective, scalability challenges – particularly during rollouts to new markets – and failure to achieve defined KPIs are critical. The PIM system formally works, but it does not shorten time-to-market, improve product data quality or support sales to the expected extent. A PIM audit allows these issues to be clearly identified, their root causes defined and possible directions for further development or system replacement outlined.

Karolina Kaczor
Head of Delivery / PIM Expert, Univio

What Can You Expect After a PIM Audit?

After the audit, the organisation receives clear information on:

• which system elements require improvement,
• which changes will deliver the greatest business impact,
• which actions can be implemented quickly and which require a longer-term project.

A PIM audit structures knowledge about the system and enables future development to be planned based on facts rather than assumptions.

How Long Does a PIM Audit Take?

The duration of a PIM audit depends on the complexity of the system and the availability of required access to the PIM platform and integrated applications.

Typically, the entire audit process takes between 3 and 5 weeks, allowing for a thorough and comprehensive analysis. Our goal is to ensure that every aspect of the system is carefully assessed so that clients can make well-informed decisions about the future of their PIM solutions.

Ask Us About a PIM Audit

If this topic is relevant to you and you would like to assess the condition of your PIM system, discuss the audit scope, costs and potential business impact, we invite you to contact our PIM team.

Based on a short initial conversation, we can determine whether a PIM audit makes sense in your case and what scope will be most appropriate. Get in touch via the contact form – let’ ‘s talk!