18 Aug How to Choose the Right BMEcat Software: 10 Common Mistakes to Avoid

Are you facing the challenge of creating BMEcat files – for example for a wholesaler, a B2B marketplace, or to share with your customers and business partners? If you don’t want to spend hours manually building one or even several BMEcat XML catalogs, you need the right BMEcat software for your product data management. But be careful: not every solution is flexible, user-friendly, and future-proof. In this post, we’ll show you what really matters when choosing a BMEcat software – and which common mistakes you should avoid.

But before we take a closer look at the most common mistakes, one fundamental question needs to be answered:

Why Is Choosing the Right BMEcat Software So Important?

Especially in the B2B environment – whether in the electrical, HVAC, tool and die, or construction industries – providing structured product data has long been part of day-to-day business. The BMEcat standard is widely used: manufacturers supply their article data in the form of BMEcat catalogs to customers, wholesalers, e-procurement platforms, industry associations, or e-business portals. For example, e-procurement platforms such as simple system, B2B marketplaces like Mercateo Unite, or online platforms like Open Datacheck specifically require product data in BMEcat format. However, BMEcat also plays a vital role for retailers and distributors: Many receive such BMEcat catalogs from their suppliers and have to validate, transform, and import these files into their own systems.

The key question for both sides therefore is:

Which BMEcat software solution best fits my requirements?

And this is where the dilemma often begins. Versions, classifications, guidelines, performance, integration options – all of these factors make the selection process complex.

This brings us to the most common mistakes – and how to avoid them. Mistake number one is particularly tricky, because it happens before you even begin the actual BMEcat software selection process.

1. Not Clearly Defining Your Own Requirements

Many companies jump straight into the search for a BMEcat tool – without first taking the time to reflect on their specific needs. Only if you truly know your requirements can you choose a solution that actually fits your company – also with regard to future developments in e-business.

Some key questions that should be clarified in advance include:

• Which data sources (e.g. ERP, PIM, MDM, Excel, JSON, XML, etc.) do you use for creating a BMEcat, and how should these be integrated (e.g. via standard connectors, API, (s)FTP, download URL, or manually)?
• How extensive is your product portfolio?
• How often do you need to update your product data?
• How frequently do you have to deliver a BMEcat catalog?
• Which classifications or BMEcat variants do your customers or data recipients require?
• Should the software also be able to generate or process other data standards besides BMEcat (e.g. BMDG, DPB, FAB-DIS, ETIM xChange), data formats (JSON, Excel, CSV, XML), or channels (e.g. GS1, Amazon, Galaxus, eBay)?

If you have clearly defined your requirements, you are already one step ahead of many companies. However, you should avoid choosing a BMEcat solution that supports only a single BMEcat version.

2. No Support for Different BMEcat Versions

As you may have noticed from the requirements questions, not all BMEcat files are the same. There are, for example, BMEcat 2005, BMEcat 1.2, ETIM BMEcat according to Guideline 4.0.3 or 5.0, and of course, customer-specific BMEcat catalogs. If your software can only generate fixed structures – or worse, only Excel files (XLSX) – you’ll quickly run into limitations.

Make sure to choose a solution that supports multiple BMEcat versions flexibly and ideally allows you to switch between them. A tool that supports different BMEcat versions lays a solid foundation. However, be aware that many solutions may still lack other core functions of a professional BMEcat software.

3. BMEcat Software Without Core Functions

Some solutions only offer partial functionality – for example, a simple BMEcat converter that can only generate the data standard from Excel. This may be sufficient for very simple use cases, such as when you rarely need a BMEcat or primarily work with Excel. In such cases, your product assortment should be small and change little, if at all. Otherwise, the converter – and Excel – quickly reach their limits.

In practice, these simple “BMEcat scenarios” are more the exception than the rule. The diversity of BMEcat versions, combined with the fact that customers, marketplaces, and wholesalers often have highly specific catalog requirements, makes comprehensive functionality essential.

A professional BMEcat software (also called a BMEcat generator) should therefore combine multiple capabilities: a BMEcat reader, BMEcat viewer, BMEcat converter, BMEcat validator/examiner, and BMEcat distribution tool. When evaluating a software solution, it is crucial to check whether all core functions are fully included.

The following overview explains why these features are so important for BMEcat creation – and which pitfalls can arise if they are missing.

BMEcat Reader and BMEcat Viewer

Without reader and viewer functions, incoming catalogs cannot be checked structurally or processed efficiently. A BMEcat reader is primarily designed to read and interpret BMEcat files. Using a BMEcat reader, you can process incoming catalogs from suppliers or other data providers and later review them visually. Retailers, in particular, should opt for BMEcat generators that specialize in supplier data onboarding.

Complementing this, a BMEcat viewer provides a user-friendly way to display catalog contents. This is especially useful when generating a standard BMEcat from a central system (e.g., a PIM system) or making adjustments via scripts or code. Such technical changes can be difficult to track directly in XML code. The viewer presents the finished catalog clearly and legibly, allowing you to immediately see which content is included and how any script modifications have affected the file.

BMEcat Editor

Without an integrated editor, the core capability to convert existing data into the required BMEcat structure is missing, and individual catalog requirements often remain unaddressed.

A good BMEcat editor allows you to configure BMEcat structures yourself and easily implement customer-specific BMEcat structures, for example via file upload.

You can then map existing product data from your ERP, PIM, or Excel files to the required BMEcat structure. A modern BMEcat editor not only supports this mapping process but also provides a range of data transformation functions – such as converting units of measurement, shortening text, adjusting prices, and more – to meet customer-specific requirements in product data management.

BMEcat Converter

Without a powerful converter, data transfer quickly reaches technical limits – especially when dealing with different formats or target systems. A professional BMEcat converter can flexibly create, transform, and export BMEcat files. Conversions such as Excel ↔ BMEcat, XML ↔ BMEcat, CSV ↔ BMEcat, or JSON ↔ BMEcat are handled seamlessly.

Not only file formats, but also data standards like ETIM xChange, BMDG, FAB-DIS, or DPB can be converted to or generated from a BMEcat catalog. A good BMEcat converter should also integrate smoothly with PIM or ERP systems. This allows you to convert BMEcat catalogs from your suppliers directly for use in your PIM or ERP – operating, like the BMEcat reader, within the field of data onboarding.

Conversely, a BMEcat converter also enables you to transform data from your PIM or ERP into a BMEcat file. This step is part of your data syndication workflow. With a robust BMEcat solution, you can consolidate data from multiple sources – for example, price data from ERP, product data from PIM, or Excel assortment lists from sales – to generate a complete BMEcat catalog.

In summary, a professional BMEcat software allows you to combine product data from any system or file format and transform it into a BMEcat. You can also merge multiple BMEcat XML files for different recipients, such as internal systems or customers, efficiently and reliably.

BMEcat Validator and BMEcat Checking Tool

In practice, a missing BMEcat validator or checking tool is a common stumbling block: the generated BMEcat file may contain data, but it can be structurally or content-wise incorrect. This can happen faster than you might expect: BMEcat files may include missing or incorrectly arranged elements, incomplete mandatory fields, inconsistent measurement units, or invalid links to MIME files (images, documents, etc.).

XSD schema validation is a crucial first step. It ensures that the BMEcat has the correct structure and is therefore valid. Specifically, XSD validation checks whether elements are in the correct order, whether data types are correct (e.g., numbers do not contain letters), and whether all required elements are present. A professional BMEcat validator should allow validation against XSD schemas, ideally including common versions such as BMEcat 2005, BMEcat 1.2, and ETIM BMEcat according to guideline 4.0.3 or 5.0. There should also be the option to upload custom XSD schemas for platform- or customer-specific requirements.

However, XSD validation alone is often too technical and inflexible. Dependencies cannot be fully checked – for example, you cannot verify whether a product marked as hazardous also has an associated safety data sheet. Moreover, each individual BMEcat variant requires its own XSD, whose creation demands advanced technical knowledge. That is why flexible, rule-based, and easily configurable checks are essential. You should be able to set these up yourself without specialized expertise.

Make sure your BMEcat validator:

• Supports rule-based, configurable, and flexible validations,
• Validates XML files according to XSD schemas, and
• Generates clear, understandable validation reports – ideally tailored to the target system, use case, or customer.

This ensures that your catalogs are not only formally correct but also content-wise accurate – ready for immediate use by the recipient.

BMEcat Distribution

Another common mistake when choosing BMEcat software is overlooking the receiving channels. This is crucial – a correctly generated BMEcat catalog is of little use if it doesn’t reliably reach the recipient on time because the post-creation process is too slow or cumbersome. A lack of flexible distribution can quickly lead to unnecessary coordination, duplicated work, or outdated data on the customer’s or recipient’s side.

Modern BMEcat software solutions should therefore offer multiple options for catalog distribution:

• Manual distribution: export with a single click (e.g., for individual projects or smaller customers)
• Email: send completed BMEcat catalogs directly to recipients
• (S)FTP server: deliver catalogs to platforms such as Mercateo Unite, simple system, Open Datacheck, InstallData, 2BA, or directly to customers
• API / REST integration: direct connection to marketplaces like Amazon or Conrad
• Scheduled distribution: automatic delivery at defined intervals
• REST API endpoints: customers and client systems can access individually filtered BMEcat catalog data at any time (e.g., by assortment or language) – ensuring up-to-date data with minimal coordination
• Headless integration: customers and partners can download or even compile BMEcat data directly via your customer portal

Neglecting BMEcat distribution when selecting software often results in manual workarounds and inefficient processes.

In addition to missing core features – such as the BMEcat Reader and Viewer, BMEcat Editor, BMEcat Converter, BMEcat Validator / Checking Tool, and BMEcat Distribution tool – overlooking flexible distribution is another pitfall to avoid when choosing a BMEcat solution:

4. Lacking Flexibility

Often, companies choose a solution that only meets their current needs – but doesn’t scale over time. Flexibility is crucial when requirements evolve: new sales channels, different customer formats, additional standards, or the expansion of your B2B eBusiness.

Avoid rigid systems that only handle a “standard BMEcat” and don’t allow for adjustments. This becomes a problem as soon as customers request their own specific BMEcat structures or when additional channels and data requirements are added.

Typical limitations of inflexible systems include:

• No support for other data standards such as FAB-DIS, BMDG, ETIM xChange, DPB, or GS1
• Limited scalability for additional channels like Amazon, eBay, Galaxus, Conrad, or own online shops (Shopware, Shopify, Oxid, etc.)
• Only predefined, highly restricted export structures with no option to import or configure custom templates (XML, JSON, Excel, etc.)
• No differentiation between assortments, classifications, or target groups
• No integration of assets such as images or PDFs
• Technically rigid or requiring heavy coding to scale with growing requirements

Therefore, choose flexibility from the start. Select a solution that not only supports BMEcat, but is also prepared for other standards, formats, and target systems. Look for:

• Predefined templates for all common BMEcat versions (BMEcat 2005, BMEcat 1.2, ETIM BMEcat according to guideline 4.0.3 or 5.0), data standards, and channels
• The ability to upload and adjust your own structures
• Configurable data validations that can be selected or set up individually
• Clean asset management via links, file names, or ZIP delivery
• A modular system architecture following MACH principles (microservices, API-first, cloud-native, headless)

5. Complicated User Experience and Missing Role Management

BMEcat tools can quickly become challenging – particularly when the user interface (UI) is unnecessarily complex or all functions are accessible to every user. In practice, this often leads to overwhelm: not all employees need access to every function.

A good solution offers a user-friendly and intuitive interface, complete with help options, onboarding guides, and preview features. It should be accessible for both beginners and power users, and provide role-based access, so that each user group sees and can edit only what is relevant to them:

• Sales teams can generate catalogs for customers or wholesalers with just a few clicks – without technical knowledge
• Data managers can configure mappings and control data transformation processes
• Customers and partners can download their specific catalogs themselves, after accepting the policy

Before selecting a BMEcat tool, it’s essential to request a product demo or trial access. This allows you to experience the software firsthand and evaluate how intuitive the UI is. A user-friendly interface simplifies daily workflows and saves time – but that’s only part of the equation. Another often underestimated risk is software performance, especially when working with large catalogs.

6. Slow processes and weak performance

When even generating a small BMEcat catalog becomes a test of patience, this is a clear warning sign. Especially for large assortments with thousands or even millions of items, your BMEcat software should perform smoothly – without long waiting times. Poor performance inevitably leads to wasted time and slows down your entire product data workflow.

When evaluating software, pay attention to:

• High processing speed, even with large data volumes
• Efficient conversion, even for complex structures
• Modern, scalable architecture (e.g., cloud-native systems)

If your software handles large datasets quickly, you’re already on the right track. However, it’s equally important to ensure it can be seamlessly integrated into your existing system landscape.

7. Missing Standard Connectors to Your Systems

An isolated solution provides little value. Your BMEcat software should integrate seamlessly with your existing system landscape – whether that’s an ERP, PIM, shop, or database. Only when the chosen tool is directly connected to your internal systems can BMEcat catalogs be generated and transformed automatically.

Choose BMEcat software that offers:

• Standard interfaces to common PIM & MDM systems, such as Akeneo, ATAMYA (formerly eggheads), Contentserv, Crossbase, OMN by apollon, Pimcore, Stibo STEP, Viamedici, and more
• Connectors to shop systems like Oxid, Shopware, or Shopify
• Compatibility with databases such as MySQL or MongoDB
• Simple API integration for individual system landscapes

Seamless integration with your systems delivers real efficiency gains. Keep in mind: Without proper support for classifications like ECLASS or ETIM, your e-catalogs may be rejected in certain industries.

8. No Handling of Classification Standards

A BMEcat without classifications – such as ETIM, UNSPSC, or ECLASS – is rare in practice. Many customers, wholesalers, or platforms (e.g., Open Datacheck or simple system) explicitly require them. If your software doesn’t support these standards, you face extra effort or even rejection of your e-catalogs.

Choose a BMEcat generator that provides:

• Automated or partially automated mapping from your internal house classification to common classification standards
• Easy switching between classification versions (e.g., ECLASS 5.1, 7.1, 14 or ETIM 9, 10, etc.)

If your BMEcat software supports classifications and version changes, that’s a solid foundation. You can unlock even more potential if the solution offers AI-assisted features. This leads to the next common mistake:

9. No AI Support

Without AI-supported features, you miss out on efficiency – not only in BMEcat creation but across your entire data syndication process. Especially when dealing with frequently changing data requirements, multiple target channels, or classification version updates, manual effort without AI can quickly become time-consuming and error-prone.

AI support can automate, simplify, and accelerate key processes such as:

• Automatic attribute mapping
• Assisted product classification
• Tailored product descriptions and data for marketplaces, shops, or catalogs

When evaluating BMEcat software, make sure it includes modern AI capabilities. This enables scalability, reduces manual work, and keeps your processes efficient even as complexity grows.

However, even with AI, a common mistake is assuming that technology alone is enough. Without competent support and solid expertise in the background, projects can still stall.

10. Bad Support and Lack of Know-How

Even the best BMEcat software is of little help if you’re left alone with questions or challenges. In practice, issues frequently arise – whether related to data structure, classifications, distribution, or customer-specific requirements.

A common mistake is to underestimate the importance of your provider’s support and expertise. Choose a provider that offers more than just software, including:

• Fast and knowledgeable support – not only for technical software issues but also for practical eBusiness challenges
• Proven expertise, demonstrated through success stories, references, or high-quality website content – especially regarding BMEcat, data standards (e.g., FAB-DIS, BMDG, DQR, ETIM xChange), and relevant target platforms (Mercateo Unite, simple system, Open Datacheck, 2BA, InstallData, etc.)
• Helpful resources and guidance, such as tutorials, documentation, or personal contacts
• Active consulting, providing direct support for generating and transforming your BMEcat files
• Optional outsourcing, if internal resources or expertise are limited – many providers can handle parts of or even the entire data transformation process for you

Strong support provides confidence in day-to-day operations. But remember: even the best software can only reach its full potential if your product data quality is solid.

Bonus Tip: Don’t Forget Your Product Data Quality

Make sure to establish a clean data foundation in your internal systems (PIM, MDM, ERP, etc.) early on. This can be achieved by:

• Removing duplicates
• Ensuring all mandatory fields are complete
• Using consistent units
• Correctly linking assets such as media files and documents

Thorough data preparation is the key to high-quality BMEcat catalogs. By keeping product data quality in focus, you not only avoid the 10 most common mistakes when selecting BMEcat software, but also address a critical success factor that is often overlooked.

Now it’s time to take stock and focus on the next steps.

Your Path to Optimal BMEcat Software: Identifying and Avoiding Mistakes

Choosing the right BMEcat software is more than a technical decision – it impacts your daily workflows, the quality of your data, and ultimately your success in e-commerce. By identifying common pitfalls early, you not only save time and costs, but also lay the foundation for a scalable and efficient e-business.

Flexible, powerful, and future-proof software solutions can support you in this process and help you avoid the mistakes outlined above. This is exactly where our solutions come into play:

CatalogExpress

With CatalogExpress, you can combine product data from multiple sources (PIM, ERP, Excel, CSV, JSON, XML, etc.) and generate BMEcat files as well as many other standards and formats. The generated files can be distributed automatically via API, (s)FTP, or email, or manually if preferred. CatalogExpress comes with preconfigured templates for all common BMEcat versions and many additional formats (e.g., Shopware, BMDG, FAB-DIS, Amazon, Conrad). Of course, you can also configure and implement your own custom data structures. Additionally, existing BMEcat files can be transformed to match specific channels, systems, or target formats.

CatalogExpress provides all essential BMEcat software features in one solution: BMEcat reader, viewer, editor, converter, validator/checking tool, and distributor – and much more. You can also handle other data standards, customer-specific requirements, and integrations with shop systems or platforms such as Amazon, eBay, Galaxus, Mercateo Unite, Open Datacheck, Simple System, ARGE/BMDG, the Heinze Lieferantenportal, and more – all easily and fully automated.

Supplier-Portal

The Supplier-Portal streamlines the structured onboarding of supplier data, including BMEcat catalogs. Supplier files are standardized to a unified data format, mapped to BMEcat, validated according to your business rules, and seamlessly integrated into your PIM, ERP, or other systems. This ensures consistent, high-quality product data and simplifies supplier collaboration across all channels.

Flexible Solutions and Expert Partner Support for Your Product Data Management

Our solutions handle far more than just BMEcat files: classification standards, data standards, asset management, REST API integration, AI-supported automation, headless setups, and more. With us, you can scale your product data processes efficiently, future-proof, and fully GDPR-compliant. Most importantly, we provide true partner support – not just software. Whether it’s data mapping, process optimization, or managing complex data requirements, you benefit from our experience and consulting expertise. If desired, we can also take over tasks for you – partially or completely – so you stay agile even when internal resources or know-how are limited.

Get to know us better – schedule your free, non-binding consultation today.