How long does a PIM implementation take?

One of the first questions asked by those who’ve decided to invest in a PIM solution is “When will it be ready to go live?” The answer isn’;t quite as vague as “How long’s a piece of string?”, but it does depend on a number of variables. As a very broad rule, the majority of PIM projects land somewhere between three and nine months.

In this article, we’re looking at the real story about what happens inside that period of time and what you as a client can do to keep it under control.

There’s no single answer

Two companies can buy the same PIM platform and experience very different timelines and this difference rarely comes down to licence type or the number of users. Time taken is usually a function of:

• How disorganised and scattered around your product data is
• How many systems you want the PIM to connect to
• How ambitious your scope is for phase one
• How much time your own personnel can allocate to the project

These levers are the key factors determining your understanding of the process. Once you’ve addressed them you can, to a degree, start shaping the timeline as opposed to treating it as a magical mystery tour.

The main phases of a PIM implementation

Most PIM projects follow something similar to the structure outlined below, even if exact dates shift. It’s definitely more realistic to perceive it in terms of project phases rather than waiting for one big “go-live” moment.

1. Discovery and design

The preparatory phase where you define what success looks like. Tasks include:

• Mapping current and future product workflows
• Auditing existing product data and catalogues
• Agreeing on the first use cases and channels in scope
• Designing and the target data model and hierarchy

Don’t attempt to rush through this phase because you’ll only end up paying for it later in time spent reworking. The time allocation here, for preparation and planning, is never wasted.

2. Configuration and integrations

At this stage, the PIM begins to look like your system rather than a generic demo version:

• Building the product data model, assigning core attributes and building taxonomies
• Setting up roles (such as stewardship), target workflows and validation rules (including access rights – who can actually wrangle and change the data)
• Integration tasks to Connect the PIM to priority systems (for example, ERP and eCommerce platforms)

If you’re using out-of-the-box connectors for mainstream SaaS platforms, it’ll keep this phase shorter. If, like many, you need heavy custom integration with an ageing legacy ERP or with niche tools , it’ll take longer.

3. Data migration and enrichment

Beware, because this phase can often be the cause of bottlenecks. Tasks will typically involve:

• Extracting product data from spreadsheets, ERPs and other sources
• Cleaning, standardising and de-duplicating sub-standard data
• Mapping data into the new PIM structure and then loading test batches
• Filling in key gaps in attributes, categories and assets

Again, if your product data is already well structured, this phase can move quickly. If, on the other hand, your catalogue lives in 40 different spreadsheets with conflicting values, expect it to take longer. Be relieved that you are fixing it now rather than crossing your fingers and hoping for the best. In our experience, do that and you’re creating a whole heap of problems further down the line after go-live.

4. Testing, training and go-live

Finally, you prove that everything works end-to-end and prepare the organisation:

• Carrying out user acceptance testing across priority journeys and channels
• Conducting limited pilots to your main web channel or a test marketplace feed
• Delivering hands-on training for product, marketing, eCommerce and and other support teams and user bases
• Doing the final data loads and then performing the definitive, controlled cut-over to using PIM as the ‘single source of truth’

Post go-live, most businesses then run a short ‘stabilisation period’, so they can address any early emerging issues before expanding the scope.

What speeds up projects, or slows them down?

There are a few variables which tend to have an outsized impact on how long things take.

• Data complexity and quality
  A few thousand simple SKUs with consistent attributes will move quickly. Tens of thousands of configurable products with patchy, duplicated data won’t. Treat migration as a data improvement project, not an extract, copy-and-paste, and load exercise – that way, risks increase.

• Number and type of integrations
  Connecting PIM to one eCommerce site is very different from linking it to ERP, DAM, multiple marketplaces and a pricing engine. Prioritise the most value-adding one or two integrations rather than trying to do everything in one hit.

• Scope of phase one
  You don’t have to (and. In fact, can’t) solve every problem on day one. A focused first release, for example, “one brand, one region, one channel”, will deliver value sooner, as well as giving you a tested pattern which you can then extend.

• Internal resourcing
  It’s fundamental to the success of this project that you appoint a named project owner, accessible decision-makers and a cross-functional team (containing, for instance, product, marketing, IT, eCommerce) so as to keep momentum. If  you rely on the principle of everyone “helping when they can”, decisions get delayed and timelines will inevitably start sliding over schedule.

• Change management
  Implementing a PIM solution changes how your people work. It’s equally as important and necessary as any technology-specific steps to allocate time, energy and personnel (a project ‘champion ‘ is another useful role) to

• Explaining why it’s being implemented – ‘as is’ to desired state
• Consulting with user stakeholders to gather information and head off possible pushback
• Specifying the tangible gains and benefits for them of this change
• Reassuring them that user training is a high priority
• Delivering that training in a user-oriented and use case-based way
• Clarifying how workflows will be refined

Finally, and perhaps the most important factor of all for gaining buy-in from pre-go live – Communication . In fact, let’s go further: Communication-Consultation -Involvement. That holy trinity will lay the groundwork for a smoother transition to a wholly new way of managing product data. 

Ignoring this factor won’t save you much time. On the contrary – it’ll just shift the delay to adoption.

Typical timelines by scenario

No two projects are identical, but the following patterns are commonplace scenarios:

• Smaller, relatively simple catalogue
  One main eCommerce site, acceptable data quality, standard SaaS integrations. A focused implementation can land in the 8–16 week range.

• Mid-market, multi-channel
  Several product families, multiple languages, ERP and multiple channels in scope, mixed data quality. A realistic window is 4–6 months from kick-off to stable post-go-live state.

• Enterprise, complex B2B catalogue
  Large assortments, high volume of configurable products, several legacy systems and heavy governance. These projects can run 9–12 months or more, especially when roll-out across several territories is factored in.

The main aim is not to hit the shortest possible time; it’s to choose a scope that delivers meaningful value without overloading your business and the people working in it.

How to keep your implementation on track

A number of pragmatic moves make a big difference. Try to ensure that you:

• Invest properly in discovery and data audit rather than racing to configuration
• Be disciplined about what goes into phase one (and what can wait)
• Give data migration the time and attention it deserves
• Decide early which integrations are essential for launch
• Treat your implementation partner as a guide, not just a supplier

These steps aren’t rocket science. There’s no real mystery to running a successful project. But if this is your first PIM go-live, take a measured perspective, because this implementation acts as the start of a longer optimisation journey, rather than being a stressful ‘all-or-nothing’ event.

Final words

If you’re feeling pressure to “get PIM live by next quarter”, you’re not alone. Most teams start a PIM project knowing it matters, but without full visibility of what actually sits behind the timeline.

A successful implementation is not about going as fast as possible. It is about making the right decisions in the right order, setting a scope your business can absorb, and putting solid foundations in place so the system actually gets used.

PIM works best when it is treated as a long-term capability, not a one-off IT delivery. The choices you make around data quality, governance, integrations and change management will shape the outcome far more than the platform itself.

At Start with Data, we help retailers, distributors and manufacturers plan PIM implementations that fit their real operating model. That means phased roadmaps, realistic timelines, and a focus on data readiness before technology configuration.

If you want a clearer view of what your own PIM timeline should look like, based on your catalogue, systems and internal capacity, we are always happy to talk it through.

Get in touch with us today