Short answer: A well structured industrial product catalogue groups products the way buyers search for them (by application, product family or standard), gives every item a clear and consistent product code, and adds navigation aids such as a contents page, tabbed sections, an index by code and a quick selection chart. Plan the structure in a spreadsheet before any design starts, because a catalogue that is hard to navigate loses buyers even if the products are right.
Most catalogue problems we see are not design problems at all. They are structure problems: the same product listed under two names, sizes scattered across pages, codes that change between editions, or no way to find an item when the buyer only knows the part number. This guide explains how to organise a catalogue before it reaches the designer. For the design side, see our industrial product catalogue design guide.
Start with how your buyers search
Different buyers arrive at a catalogue with different starting points. A purchase manager may have a part number from an old order. A project engineer may know the application but not the product. A dealer may want everything in one product family. Your structure should serve the most common route first and support the others through indexes.
- By product family: best when buyers already know what they need, for example wire ropes, fasteners, valves or cables.
- By application or industry: best when products are chosen for a job, for example mining, cranes, oil and gas, or construction.
- By standard or grade: useful in steel and engineering, where buyers specify IS, ASTM, EN or DIN grades.
- By size or capacity range: useful for pumps, motors, lifting equipment and similar rated products.
Ask your sales team which questions they hear most often. The answer usually tells you which route should drive the main sections.
Build a clear category hierarchy
Keep the hierarchy shallow. Three levels is enough for most industrial ranges:
- Section: the broad family (for example, Steel Wire Ropes).
- Group: a sub family by construction, material or use (for example, Galvanised Ropes, Compacted Ropes).
- Product: the individual item with its own data table of sizes and ratings.
Every product should live in exactly one place in the main structure. If an item genuinely belongs to two applications, list it once and cross reference it from the other section with a short note and page number. Duplicating full data tables in two places is how errors creep in at the next revision.
Make product codes consistent
A product code is how buyers, dealers and your own stores team talk about an item. In a catalogue, it should be visible, consistent and the same as the code used in quotations and invoices.
- Use one coding logic across the whole range, for example family prefix, then construction, then size.
- Keep codes short enough to read aloud on a phone call.
- Avoid characters that are easily confused, such as O and 0 or I and 1, where you can.
- Do not change codes between editions unless the product changes. If you must, include an old to new code table.
- Print the code in the same position on every product page so buyers learn where to look.
If your ERP already has codes, use them as the source of truth. The catalogue should reflect the system, not invent a parallel one.
Standardise product page layouts
Once the hierarchy is set, decide a fixed template for product pages. Repetition is helpful here: buyers should be able to scan any page and find the same information in the same place.
- Product name and code at the top.
- One clear product image or technical drawing.
- Two or three lines on application and key features.
- A data table with sizes, ratings, weights and tolerances, with units stated in the header.
- Applicable standards and certifications, only where you hold them.
- Ordering information or notes, if relevant.
Detailed specifications that change often can sit in separate data sheets. Our guide to technical data sheet design covers how to keep those consistent with the catalogue.
Add navigation aids
A printed catalogue cannot be searched with Ctrl+F, and even a PDF benefits from good navigation. Useful aids include:
- Contents page: sections and groups with page numbers.
- Colour coded section tabs: a coloured edge strip or tab for each section so the buyer can flip straight to it.
- Quick selection chart: a one or two page table matching applications to recommended products.
- Index by product code: an alphabetical or numerical list of every code with its page number, usually at the back.
- Running headers: the section name at the top of every page.
- Clickable links in the PDF: contents and index entries linked to their pages for digital use.
Plan the structure in a spreadsheet first
Before design begins, build a master sheet with one row per product and columns for section, group, product name, code, page number, image file name, data table status and approval status. This sheet becomes the brief for the designer and the checklist for proofreading.
It also helps you estimate page count early, which matters for printing. Printed catalogues are usually bound in multiples of four or eight pages, so it is better to know early whether you need to add or trim content.
Common structure mistakes to avoid
- Organising sections around internal departments rather than buyer needs.
- Mixing units (mm and inches, kg and lbs) within the same table without labels.
- Leaving discontinued items in the catalogue because nobody checked the range list.
- Placing the company profile and certificates across many pages before the first product. Keep the introduction short and move supporting material to the end.
- No version number or date on the back cover, which makes it hard to know which edition a customer holds.
Frequently asked questions
Should a product catalogue be organised by product or by application?
Choose the route most of your buyers use. If they already know what they want, organise by product family. If they choose products for a job, organise by application. Either way, add an index and a selection chart to cover the other route.
Do I need a product code index in my catalogue?
For any catalogue with more than a few dozen items, yes. Repeat buyers often know only the code from an earlier order, and an index by code lets them find the page in seconds.
How many levels should a catalogue hierarchy have?
Two or three levels is enough for most industrial ranges: section, group and product. Deeper hierarchies are harder to navigate in print.
Should the catalogue codes match our ERP codes?
Yes. Using the same codes in the catalogue, quotations and invoices reduces ordering errors and saves your team time.
Can the same structure work for print and digital catalogues?
Yes. Plan one structure, then add clickable contents, index links and bookmarks to the PDF or online version.
ProfitPenny designs product and technical catalogues for manufacturers, from structure planning through layout and print ready files. You can see examples of our work on the portfolio page, or contact us to discuss your next catalogue.