Arkusze kalkulacyjne a nowoczesne systemy PXM

Introduction

Every great story has a small beginning – including the world of product data management. Imagine a small online shop that is just entering the e-commerce market. The founder creates the first product list in Excel – he enters names, descriptions, prices At this stage, spreadsheets seem to be the ideal solution. Everything is in one place, easy to edit and “under control”. The company is growing slowly, and Excel is still coping. But is it really enough in the long run, when we think about scaling up or switching to a PXM system

Over time, the business picks up speed – the number of products increases, new categories and sales channels emerge. The team is still working with spreadsheets, but the Excel file, which once worked flawlessly, is starting to show its limits. Dozens of columns, thousands of rows and more and more data errors are an everyday occurrence. Updating product information becomes a chore Many companies reach a critical point at which it is worth considering switching from Excel to PXM. This is a typical stage where product data management requires more than simple tables

The key question is: Are Excel and Google Sheets still the best solutions? Is there a better tool for managing product data, especially in the B2B e-commerce model? This is exactly when it is worth looking at modern PXM and PIM systems, which are increasingly replacing spreadsheets in dynamically growing companies. Before you decide to make the switch, let's compare spreadsheets and PXM and find out when it's worth investing in a new solution.

Definition

Spreadsheets such as Microsoft Excel or Google Sheets have been used for years as basic tools for working with product data. For small businesses and start-ups, this is often the first choice when creating a product list: descriptions, prices, inventory – everything goes into one table. On a small scale, it is a practical and free solution. However, as a business grows, especially in the context of e-commerce or B2B e-commerce, this approach may not be enough - then it is worth considering implementing a PXM or PIM system.

However, as a company grows, managing product data with spreadsheets becomes insufficient This is where modern PXM (Product Experience Management) systems come into play. Unlike classic PIM (Product Information Management) solutions, which are used to collect product data, PXM focuses on the presentation of this data and the customer experience. PXM allows you to manage content centrally and distribute it automatically to all sales channels – from online shops to printed catalogs. In the world of PXM for e-commerce, updating a description in one place means it is immediately synchronized across all customer touchpoints – without manual work and without the risk of errors.

There are various PIM and PXM solutions on the market, such as Pimcore, OroCommerce and Akeneo. All these systems support omnichannel sales, providing the customer with consistent and attractive product information - regardless of whether they are browsing online or offline They are not just data storage tools, but comprehensive platforms for managing product data and the shopping experience, which meet the needs of modern B2B and B2C e-commerce. The transition from spreadsheets to a dedicated PXM system is a step towards order, scalability and professionalism.

Problems with spreadsheets

Spreadsheets are convenient for small companies, but as the number of products and sales channels increases, they start to become a serious limitation. What exactly are the problems with Excel when there are a lot of products that companies that still rely solely on spreadsheets for managing product data are facing

• Errors in product data are the most common result of working in an extensive Excel file. With hundreds of columns and thousands of rows, it is not difficult to make typos, overwrite or confuse file versions. In the B2B e-commerce model, where customers expect reliable technical data, any error lowers trust in the brand An accidental shift of a row in a spreadsheet can result in a customer seeing the wrong description or price. This is another reason why the transition from Excel to PXM is so important for data stability and reliability.
• Lack of automation of product data in spreadsheets leads to slowdown and frustration in the team Every change – a new product, a price change or a description change – requires manual intervention. With a larger product range, this means hours of repetitive work that could be saved by implementing the PXM system. Automation of updates and bulk operations are features that Excel lacks – and which are standard in PXM.
  
• In an omnichannel environment, every manual update of product data becomes tedious and error-prone. Selling on multiple platforms requires consistency – and spreadsheets are not designed for this scale Copying content into different systems takes a lot of time. In the PXM system, you update the data once and the changes are visible everywhere. This saves a lot of time and guarantees consistency.
• When ERP, CRM or e-commerce platforms are introduced, integration of product data becomes crucial. Excel does not offer automatic connections – data has to be transferred manually, which leads to errors and delays. Spreadsheets turn into data silos that slow down the entire business. Meanwhile, the PXM system with its open API enables smooth integration with other elements of the ecosystem and allows the company to scale without chaos.
  

In short: Excel is good for 20 products, but for 200 or 2000 it becomes an obstacle to growth. If your company wants to grow effectively, make sure you have a tool that grows with you. Sometimes the best step towards order and scalability is to switch from Excel to PXM, especially in the demanding environment of B2B e-commerce.

Benefits of PX systems

Since spreadsheets are no longer sufficient, it is worth looking at the specific benefits of a modern PXM system. Why do companies – especially those operating in the B2B e-commerce model – decide to invest in Product Experience Management? Here are the most important reasons

• Improving the quality and consistency of product data is one of the main advantages of implementing a PXM system. By centralizing data in one place - the so-called “single source of truth” - any change (e.g. description or price) is immediately visible across all sales channels. In e-commerce or B2B e-commerce, it is crucial that the customer always has access to up-to-date and reliable information. In addition, the system enforces data standardization and completeness, which significantly reduces the risk of errors.
• Automation of product data in PXM allows you to significantly speed up the daily work of your team In contrast to manual Excel operations, changes can be implemented in bulk and automatically, e.g. by modifying data simultaneously in the online shop, mobile application or marketplace. Thanks to integrations, e.g. with the ERP system, the PXM system automatically updates data in all channels. This saves dozens of hours a week, which can be spent on developing the offer and strategic activities.
  
• One of the biggest advantages is the easy integration of PXM with ERP, CRM and e-commerce platforms. Thanks to open APIs, PXM becomes a “command center” for product data - it sends and receives information from other systems without the need for manual intervention. For companies operating in the B2B e-commerce model, such automation and synchronization is the foundation for efficient operation and error minimization You add a new product once – and it appears in the entire company ecosystem.
• The PXM system enables personalization of content for specific markets, customer segments or sales channels. This allows you to adapt descriptions, recommendations or photos to the expectations of the end recipient – which translates into a better shopping experience. Importantly, PXM solutions are fully scalable to handle thousands of products, languages and variants. It is the ideal option for companies that want to grow - without technical limitations and without compromising data quality.

In short: PXM means order, automation and the ability to grow quickly in the omnichannel world.

When is it time for a change?

We already know that spreadsheets have a lot of limitations, and a modern PXM system can significantly improve product data management. But when exactly is the right time to consider switching from Excel to PXM? Below you will find warning signs to help you assess whether your company needs a more advanced solution

• An avalanche of products is a warning sign, especially in B2B e-commerce, where catalogues are extensive and diverse. If spreadsheets can no longer “hold” the data and you have to divide it into multiple files and tabs, it is a clear sign that Excel cannot keep up with the company's growth In that case, it is worth considering implementing a PXM system that can handle a huge amount of data and keep it organized.
• If you sell through multiple channels – an online store, mobile app, marketplace, or PDF catalogs – and each data update is a separate operation, it is a sign that Excel is becoming too manual In this environment, PXM for e-commerce allows you to make changes in one place and automatically synchronize them across all channels.
• Repeated errors in product data - typos, outdated prices, incomplete descriptions - are a sign that the current way of working is failing This is especially true in B2B e-commerce, where data must be accurate and up to date. These problems can be easily eliminated by switching from Excel to a PXM system, which ensures the validation and standardization of information.
  
• If team performance drops because most of the time is spent on manually copying data, it is a clear sign that spreadsheets are no longer effective. With the PXM system, you enter data once and it appears everywhere. This not only saves time, but also increases employee satisfaction, as they can focus on strategic activities rather than copying data.
  

If even one of the above signals applies to your company, it is high time to consider implementing a PXM system. Although the initial investment may seem challenging, organizing processes and data pays off very quickly - especially for dynamically growing e-commerce or B2B companies.

Examples of companies that have switched to PX

Theory is one thing, but concrete case studies work best. Here are two real-life examples of companies from different industries that have switched from Excel to PXM and thus significantly improved product data management and operational efficiency

PXM in the fashion industry (B2C): The online fashion shop started with Excel, like most small businesses. However, as the collection grew, typical problems arose: errors in descriptions, a lack of consistency between channels and a slowing down of the team's work. The company decided to implement the PXM system (Pimcore), which completely changed the way product data is managed. New collections are now published much faster, and product data is consistent across all sales channels. The result? A better customer experience and a significant increase in sales.

PXM in B2B e-commerce (electronics): A wholesaler of electronic components had a huge problem with scattered spreadsheets – the data was inconsistent, updates were manual, and errors were frequent. The company implemented a PXM system integrated with the OroCommerce platform, which was integrated with the ERP and B2B e-commerce platform As a result, they gained central management of product data, automatic updating of the offer and a uniform message for customers. The transition from Excel to PXM has resulted in huge time savings and the elimination of errors in product communication.

How to prepare for PXM implementation

The decision has been made – it is time to implement the PXM system. But where to start to ensure that the whole process runs smoothly and brings real benefits? Here are best practices to facilitate the transition from Excel to PXM and help prepare the team and product data.

• Define the needs and objectives of the PXM implementation Analyze what product data you manage, how many sales channels you use, and what level of automation you need. Determine if a classic PIM is enough or if you need a full PXM for e-commerce with language version support, workflow, and integrations. This analysis will help you choose the right solution.
• Choosing a PXM or PIM system is a crucial moment Compare the available platforms – such as Pimcore, Akeneo or OroCommerce – in terms of integration, functionality and ease of use. Also check the availability of support and documentation. Before you make a decision, test the system with a demo version. Implementation will be much easier if you choose a tool tailored to the specifics of your business.
  
• Preparing product data for migration is essential. Before implementing PXM, it is worth removing duplicates, standardizing formats, correcting errors and ensuring that the information is complete. A clean database guarantees fast migration and effective system operation from day one.
• Involving the team in the implementation of the PXM system is the key to success Appoint a project leader, delegate responsibilities and ensure communication between departments. Conduct training so that each user knows how to use the new tool. Implement the system in stages - starting, for example, with one product category. Test and optimize on an ongoing basis, and the transition from Excel will be smooth and stress-free.