Digital Product Passport and PIM: Why fragmented product data puts furniture sales at risk

Without one consistent product data source, moving forward will be difficult. And that is a challenge to face now.

In a moment, we’ll explain:

• what the Digital Product Passport stands for,
• who it will affect,
• and why PIM can grow into the core of DPP in the furniture sector – not simply one more system.

What is a Digital Product Passport (DPP)?

The Digital Product Passport (DPP) is a digital set of information assigned to a specific product, model, or product identifier in line with the requirements for a given product group. The data can be accessed through an identifier placed on the product, such as a QR code, which links to the information required as part of the passport.

For an end user or a business partner, interacting with the DPP is easy: scanning a code or bringing a device close to a tag immediately reveals data such as material composition, production processes and emissions, and repair options. That simplicity, however, is supported by a large, constantly maintained and updated data foundation. The QR code therefore acts as the access point to the DPP, while the passport itself is built on up-to-date, structured, and interoperable product data.

With the ESPR regulation (Ecodesign for Sustainable Products Regulation), the European Union is driving the shift toward a circular economy. The focus is on products that last longer, can be repaired, and are easier to recycle. But this vision only works if every supply-chain player, from manufacturers to service teams and recycling facilities, shares access to the same trustworthy data.

For this reason, a DPP is far more than a QR code on a product. The QR code is only an access point. The real challenges sit behind it: transparent and complete data, consistent product variants, always-current information, clear responsibility for maintaining each data field, and the ability to automatically pass data along the chain.

Why does furniture matter in the EU sustainability agenda?

The ESPR is intended to support the development of durable, repairable products designed for a circular economy. Furniture fits well within this model thanks to the potential for material selection, refurbishment, component replacement, disassembly, and recycling.

In the first ESPR Working Plan for 2025–2030, furniture was included among the priority product groups. The European Commission’s current roadmap foresees the adoption of sector-specific ESPR requirements for furniture in 2028 and for mattresses in 2029. The detailed requirements, including the scope of data and DPP-related obligations, will be defined in the legal acts for the individual product groups.

Detailed requirements for each product group will be set out in delegated acts and technical standards. These will define, among other things, the required data, how it must be made available, and the obligations of entities covered by the DPP requirements.

Who will the DPP requirements apply to in the furniture industry? The obligations will apply to entities placing regulated products on the European Union market. Depending on the detailed rules for a given product group, this may include manufacturers, importers, distributors, authorised representatives, and other entities involved in placing products on the market. For online sales, DPP information will also need to be available to customers purchasing products remotely.

DPP timeline: When will the requirements apply to furniture?

The regulation will not take effect all at once. Digital Product Passport requirements are being introduced in stages and depend on the specific product group. For furniture manufacturers, it is important to distinguish between the entry into force of the ESPR itself and the later adoption of sector-specific requirements.

For furniture manufacturers, 2028 is currently the key reference point in the EU roadmap. The detailed scope of data requirements and the dates from which the obligations will apply will be defined in the delegated act for this product group.

By 2030, DPP becomes the market benchmark.

What DPP data should a furniture manufacturer organize?

The DPP concept relies on gathering knowledge from multiple departments, PDF documentation, and employees who hold crucial information.

For furniture, including upholstered products, the following data areas may become particularly important:

1) Identification and variants

• name/model/collection
• variants of fabric, color/finish, and size
• clear, unique IDs

2) Materials and components

• wood/boards, metal, plastics, textiles, foams, adhesives, varnishes/coatings
• recycled and renewable material share
• origin of the most important components

3) Durability, repairability, and parts

• instructions for use and care
• replaceable elements (e.g., legs, runners/slides, fittings, covers)
• spare parts list and compatibility information

4) Disassembly and end-of-life

• how to disassemble without damaging materials
• separation by fractions (metal, wood, textiles, foams)
• guidance for recycling and disposal

*Although sector-specific requirements will clarify detailed data fields, the lack of a coherent variant model and unified materials glossary results in necessary catch-up efforts during later project phases.

How does PIM support the Digital Product Passport in the furniture industry?

DPP sets three essential obligations that affect sales performance and internal processes in furniture firms. A Product Information Management system provides the foundation to meet them. Below, we explore each step in detail.

1️⃣ One place where product knowledge lives (critical for variant-heavy catalogs)

In furniture manufacturing, a “product” is a configuration of frames, fabrics, finishes, and sizes, producing extensive variant trees.

Data on material composition, care instructions, spare parts, certificates, and recycling moves across procurement, R&D, suppliers, and internal repositories. PIM centralizes these data streams and provides the core dataset for the DPP.

Instead of searching a network drive for raw-material certificates, the certificate is tied to the product in the system. When, for example, a veneer supplier changes, the updated data in the PIM can be passed to the DPP layer through the configured integration. This means the same product identifier can continue to point to the current version of the required information.

2️⃣ A data structure that holds up

Because DPP relies on standardized, machine-readable data, precision matters: well-defined attributes, controlled vocabularies, correct units, and versioning.

When the data model is designed well, it becomes easier to:

• map product attributes to what DPP schemas are asking for;
• separate static attributes from dynamic ones;
• collect data for individual components (e.g., screws, foams, fabrics) and automatically inherit it to the final product;
• store the history of changes (key when the passport must show since when the product has new upholstery that is free of a certain substance).

That’s how the passport remains consistent, verifiable, and ready to share between systems.

3️⃣ Data management process (roles, approvals, and publication rules)

If the process is not clearly defined, DPP quickly loses consistency with real product data. A PIM system assigns clear ownership of product attributes. It also sets quality rules by validating data completeness, correct formatting, and the presence of source documents and certificates.

The process can also include quality and publication gates that prevent data from being passed to the DPP layer until all required fields, documents, and approvals have been completed.

How does DPP connect with PIM?

DPP is responsible for making the required product information available, while PIM can support its central storage, modeling, updating, and distribution. In practice, a PIM system can supply the Digital Product Passport with data from multiple departments and systems.

⚠️ A note from the Tandemite team: in medium and large companies, implementing a PIM tool and structuring data architecture usually takes 6 to 18 months. Starting now gives you the space to plan and implement without deadline pressure or potential penalties. Postponing action increases operational risk.

Beyond compliance – what’s in it for your business?

In furniture manufacturing, putting data in order leads to real operational benefits.

Transparency enhances customer trust and limits errors across product content and distributor platforms. Consistent information shortens time-to-market for new collections. The company is also better prepared for future regulations, both EU-level and global. Additionally, service and claims handling become more efficient, thanks to clearly defined product variants.

PIM solution creates benefits at two levels: better operations for your business and a better experience for your customers. Explore what you gain with Pimcore, Akeneo, or Ergonode.

Is your furniture data ready to be used in a DPP?

Before starting the project, it is worth checking whether your organization can clearly link the required information to a specific product and its variant. Verify whether:

• each product model and variant has a unique identifier,
• the material composition can be assigned to a specific furniture variant,
• the materials and components used in the product are clearly identified,
• the origin of key materials and components can be traced,
• instructions for use, repair, and disassembly are linked to the correct product,
• spare parts and replaceable components have clearly defined compatibility,
• certificates and documentation have defined versions and validity periods,
• changes to materials, suppliers, or product construction can be traced in the data history,
• information required for recycling and material separation is available in a structured format,
• data can be transferred to an external DPP layer in a machine-readable format.

This type of assessment helps identify gaps early that could make preparing the Digital Product Passport more difficult. For furniture manufacturers, it is particularly important to link material data, product variants, documentation, and lifecycle information to the correct product identifier.

Before we finish: how can we help you on the road to DPP readiness?

DPP is not only a bureaucratic requirement. It can also be a practical way to put order into your operations. Are you ready for the regulations that are approaching?

Start with a free consultation. We’ll assess your processes, pinpoint gaps, and help you address them. We handle the technology and make working with data more efficient, so you can focus on expanding your company.