EU digital rules: simpler compliance and business wallets

Europe is resetting how digital business gets done. The European Union has outlined a push for simpler EU digital rules and new "business wallets" designed to cut administrative burdens, make compliance faster, and open the door to seamless cross‑border services. For leaders focused on AI, Technology, Work, and Productivity, this shift isn't just policy news—it's a concrete opportunity to reclaim hours each week and fuel growth.

The timing matters. As 2025 planning wraps and 2026 roadmaps take shape, organizations that operationalize these changes early will see outsized gains: fewer forms and manual checks, easier onboarding across borders, and trusted data that flows where it should. In this post—part of our AI & Technology series—we break down what's changing, how business wallets work, where AI can amplify the benefits, and a practical 90‑day plan to start.

Why the EU's simpler digital rules matter now

At a high level, the EU's agenda is clear: drastically reduce paperwork, simplify compliance, and accelerate innovation. Expect more uniform digital processes across member states, broader acceptance of standardized digital credentials, and less duplicate data submission. For businesses, that means less time proving who you are and more time doing the work that creates value.

What "simpler" looks like in practice

• Common data formats and interoperable systems that reduce rekeying and reconciliations.
• Wider use of the "once-only" principle so public authorities reuse verified information rather than asking you for it repeatedly.
• Streamlined cross-border transactions—from procurement to VAT interactions—where digital credentials replace scans, stamps, and site visits.
• Accelerated uptake of e‑signatures and digital seals that carry legal weight across the Single Market.

These improvements won't land on a single day. They'll roll out across programs built on existing pillars such as digital identity, trusted credentials, and harmonized reporting. The direction is consistent: fewer barriers for SMEs to sell, hire, and partner across borders; lower friction for large enterprises operating at scale.

Who benefits first

• High‑growth SMEs expanding into new EU markets.
• Finance teams drowning in vendor and customer due diligence.
• Procurement and legal teams juggling cross‑border contracting.
• Regulated industries (finance, health, mobility) where verifiable credentials can replace manual checks.

Business wallets 101: what they are and why they matter

Think of a business wallet as a secure, organization‑controlled application that holds verifiable, tamper‑evident credentials. Instead of emailing PDFs, you present cryptographically signed facts: company registration, VAT ID, licenses, mandates, signatory powers, or an employee's role for a specific action.

Core capabilities

• Store and present verifiable credentials issued by trusted authorities.
• Use selective disclosure to share only the attributes required (e.g., "is VAT‑registered" without exposing unrelated details).
• Sign transactions and documents with organization‑level assurances that are recognized across the EU.
• Manage delegation (who is authorized to act for the company) without manual power‑of‑attorney gymnastics.

High‑impact use cases

• Faster KYB/KYC: Share verified company facts with a bank or partner in minutes, not days.
• Cross‑border procurement: Present eligibility, ESG attestations, or product compliance on demand.
• Finance automation: Confirm VAT status, issue qualified e‑signatures, and streamline e‑invoicing.
• Workforce operations: Prove role‑based permissions for employees without creating new accounts everywhere.

The result: fewer back‑and‑forth emails, less scanning and certifying, and a trusted digital trail that auditors and regulators actually want to see.

From admin to advantage: productivity wins with AI

The EU can simplify the rulebook, but the real leap in productivity arrives when you plug wallets and standardized data into AI‑assisted workflows. That's where "Work Smarter, Not Harder — Powered by AI" shifts from slogan to system.

Where AI accelerates value

• Smart intake: AI classifies incoming requests (onboarding, procurement, licensing) and pulls the right credential from the business wallet.
• Form autofill: Large language models map wallet data to the exact fields required by public portals and partner systems, reducing error rates.
• Compliance copilots: Policy‑aware assistants translate requirements into checklists, verify the presence and freshness of credentials, and flag gaps.
• Continuous monitoring: AI trackers watch expiry dates, regulatory changes, and counterparty statuses, triggering renewals or approvals automatically.

Realistic gains you can target in 2025

• Vendor/customer onboarding lead time cut from weeks to days.
• 50‑80% reduction in manual document handling for recurring checks.
• Fewer rejected submissions due to incomplete or stale information.
• A clearer, audit‑ready evidence trail with less end‑of‑quarter scramble.

Quick‑win automations

• Wallet‑to‑ERP sync: When a credential updates (e.g., VAT registration), downstream master data updates automatically.
• Policy‑as‑code: Encode rules like "Only employees with 'Procurement‑Signer' credential may approve over €50k," enforced at the workflow layer.
• Smart e‑invoicing: Validate invoice data against verified company info before sending, reducing disputes and late payments.

Security, privacy, and trust‑by‑design

With more power comes higher stakes. Business wallets and AI workflows must align with GDPR and security best practices from day one.

Privacy principles to uphold

• Data minimization: Share the least amount of data needed using selective disclosure.
• Consent and transparency: Log what was shared, when, and with whom; make it reviewable.
• Purpose limitation: Credentials used for onboarding shouldn't automatically seep into marketing or unrelated analytics.

Security controls that matter

• Strong key management: Protect signing keys with hardware‑backed security, rotation policies, and separation of duties.
• Device and identity hygiene: Enforce MFA, managed devices, and endpoint protection for anyone holding wallet permissions.
• Role‑based access: Tie permissions to verifiable roles; automate revocation when people change jobs or vendors churn.
• Supply chain vetting: Ensure wallet and AI vendors support open standards, third‑party audits, and incident response you can test.

Trust is a feature, not a feature request. Build it into the architecture, not just the policy binder.

Your 90‑day roadmap to prepare

If your 2026 plan includes smoother EU operations, start now. Here's a practical, time‑boxed approach your team can execute without boiling the ocean.

Days 0‑30: Discover and design

1. Map the moments that matter: onboarding, procurement, cross‑border sales, regulatory filings.
2. Inventory credentials you issue or receive today (licenses, registrations, attestations, signatory powers).
3. Identify the top two processes with the most friction (cycle time, error rate, back‑and‑forth emails).
4. Draft your target architecture: business wallet, identity provider, ERP/finance, document management, and AI copilot roles.

Days 31‑60: Pilot and integrate

1. Choose a wallet solution that supports verifiable credentials, role delegation, open standards, APIs, and offline presentation.
2. Build a small integration: wallet ↔ ERP/finance and wallet ↔ document signing.
3. Configure a compliance copilot to read wallet data, generate checklists, and pre‑fill forms.
4. Train a pilot group (procurement, finance, legal) and run real transactions across one border.

Days 61‑90: Prove and scale

1. Measure: cycle time, rejection rates, manual touches, and admin hours saved.
2. Stress‑test security: key recovery drills, access revocation, and audit evidence export.
3. Expand the credential set (e.g., ESG declarations, product conformity) and add another country or partner type.
4. Present the business case for 2026 budget: quantified time savings, error reduction, and risk coverage.

Vendor selection checklist

• Interoperability with EU‑recognized standards and credentials.
• Enterprise‑grade security (hardware‑backed keys, SOC‑aligned controls, audit logs).
• Fine‑grained role delegation and approval workflows.
• Clear data protection posture aligned with GDPR.
• Flexible APIs and SDKs for rapid integration with your stack.

Putting it all together

Simpler EU digital rules, combined with business wallets, can convert compliance from a tax on productivity into a catalyst for growth. When you layer AI on top—automating intake, validation, and evidence—you reduce busywork, accelerate revenue, and create a traceable system of record your auditors will appreciate.

Your next step is straightforward: pick one cross‑border process, pilot a wallet‑enabled workflow, and quantify the time you save. Assemble a small task force across finance, legal, IT, and operations; set a 90‑day target; and hold a weekly demo to keep momentum. That is how you work smarter, not harder—powered by AI.

As 2025 closes, the organizations that operationalize EU digital rules now will enter 2026 with fewer forms, faster deals, and a lot more focus time for high‑value work. The playbook is in your hands. Are you ready to turn compliance into competitive advantage?