The Hidden Cost Of Manual Data Entry Nobody Talks About

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How a PIM system helped an hypothetical HVAC manufacturer save 100+ hours per month:

Ever wondered how manufacturers handle product data across multiple distributors?

Here's a fascinating case study of TempAir, an hypothetical HVAC component manufacturer:

Their challenge?

3 major distributors, each wanting product data in completely different formats:

1️⃣ HVAC Supply Pro Needed Excel files with Tech Specs

Let's break this down:

• Required detailed technical specifications in spreadsheet format

• Needed installation guides attached to each product

• Demanded regular updates for pricing and inventory

2️⃣ Contractor Direct Required API Feeds with Inventory Levels

This meant:

• Real-time inventory updates through API integration

• High-resolution product images with specific URL requirements

• Live pricing updates for their e-commerce platform

• Automated stock level notifications

3️⃣ Metro HVAC Wanted EDI Catalogs with Specific Field Requirements

This involved:

• Separate data fields for residential vs. commercial products

• Structured EDI format following industry standards

• Regular catalog updates through EDI transmission

• Custom field mapping for their internal systems

Before implementing a PIM (Product Information Management) system:

❌ Data scattered across multiple departments

• Engineering had their technical files

• Marketing maintained separate product descriptions

• Sales team kept their own pricing sheets

• No central repository for updates

❌ Manual catalog creation for each distributor

• Team spent hours copying and pasting data

• High risk of human error during manual transfers

• Constant reformatting for different requirements

❌ Constant version control issues

• Multiple versions of the same product information

• Confusion over which version was most current

• No audit trail for changes

❌ Weeks spent on product updates

• Each update required manual changes across all systems

• Multiple approval cycles needed

• Significant delay in getting updates to market

After PIM implementation:

✅ Single source of truth for all product data

• All departments now work from one central database

• Real-time updates visible to all stakeholders

• Clear audit trail for all changes

✅ Automated distributor-specific feeds

• Custom templates for each distributor

• Automated data validation before transmission

• Scheduled updates without manual intervention

✅ Built-in data validation

• Automatic checks for required fields

• Error notifications before data transmission

• Quality assurance at every step

✅ Update cycles reduced from weeks to days

• Changes propagate automatically to all channels

• Simplified approval workflow

• Faster time to market

✅ Zero critical job site errors

• Accurate specifications every time

• Reduced returns and complaints

• Improved customer satisfaction

The result?

A streamlined system where engineering and marketing push data to ONE central hub, which then automatically distributes to all partners in their preferred format.

Whenever you're ready, here's how we can help you:

Harris Web Works is a digital transformation agency that helps supply chain partners (manufacturers, wholesalers & distributors) meet new generational buyer demands & expectations by installing streamlined e-commerce systems.

To learn more about how we can help you future-proof your business, click here.