New study shows how Once-Only can reduce administrative burden for EU SMEs and self-employed workers - European Commission Skip to main content
Internal Market, Industry, Entrepreneurship and SMEs
  • News article
  • 2 October 2024
  • Directorate-General for Internal Market, Industry, Entrepreneurship and SMEs
  • 3 min read

New study shows how Once-Only can reduce administrative burden for EU SMEs and self-employed workers

Discover valuable insights from interviews with SMEs and self-employed professionals across 18 EU countries.

A group of people stand around a gigantic group of filing cabinets, boxes and folders. They are looking through forms and papers.

The European Commission is excited to announce this 2024 study, which reveals how the Once-Only Technical System (OOTS) and other Single Digital Gateway initiatives will simplify cross-border expansion for EU businesses, by reducing administrative burden

This study examined the experiences of 43 small and medium-sized enterprises (SMEs) and self-employed workers in 18 EU countries. It compared the current procedure of expanding abroad without OOTS to a future scenario where this tool is fully operational.

Download the report

OOTS enhances efficiency and reduces costs for businesses

Nowadays, businesses frequently need to complete a mix of online, offline, automated, and manual steps when conducting cross-border procedures to expand their business activities abroad. 

This results in substantial monetary and time costs, since individuals may need time to understand the requirements of these procedures, as well as travel to public authorities, obtain physical copies of documents, and scan them before sending these to another authority.

However, through OOTS, users will be able to quickly identify the required documents and share them with competent authorities in different EU countries. For example, starting from the Your Europe portal, users will be able to connect to the relevant procedure portal and no longer need to search, retrieve or manually upload documents.

'It would be very nice and convenient to move documents across borders like this.'

– German SME

OOTS can cut costs for SMEs and self-employed workers in half

Preparing and gathering documents - such as proof of registration or extracts from tax registers - are especially costly. Professional advisory costs can also be incurred trying to understand the requirements of a procedure. Luckily, SMEs and self-employed workers can expect major cost savings once OOTS is fully implemented.

SMEs, which currently estimate spending an average of €10 000 on the entire administrative procedure, could reduce their expenditure by 53%. In addition, self-employed workers, who currently estimate spending around €2 500, could lower their costs by 59%.

SMEsCurrent cost€9 989↓ 53%
Cost savings€5 247
Self-employedCurrent cost€2 576↓ 59%
Cost savings€1 508

 

'It’s excellent and would be so practical if I can use this. OOTS would save weeks of time and €4-5 000 for my company!'

– French self-employed professional 

OOTS can give time back to SMEs and self-employed workers

In addition to cost savings, SMEs and self-employed workers expect substantial time savings from using OOTS. By reducing the time spent on gathering, translating, and authenticating documents - which often requires travelling in person - the entire administrative procedure will become much more efficient.

SMEs, who currently spend an average of 14.4 weeks on the entire procedure, could reduce the time spent by 6.4 weeks, meaning a 44% reduction. Similarly, self-employed workers, who average 10.2 weeks to complete administrative procedures, could save 5.4 weeks - a 53% reduction in time.

SMEsCurrent time14.4 weeks↓ 44%
Saved time6.4 weeks
Self-employedCurrent time10.2 weeks↓ 53%
Saved time5.4 weeks

 

'The fact that there is no need for physical visits to show original documents or prove my identity will save me valuable time.'

– French SME

OOTS makes cross-border procedures efficient and easy

In addition to significant cost and time savings, SMEs and the self-employed report that OOTS could improve the overall efficiency and user-friendliness of administrative procedures when expanding their business into another EU country. 

Over 91% of the businesses interviewed report that they find expanding their business to another EU country substantially easier thanks to OOTS.

'It is very nice and smooth, totally fits and is extremely fast. The connection between platforms is amazing, and it's great that you do not have to download anything.'

– Portuguese self-employed professional

The Your Europe portal: practical business information at your fingertips

This study has confirmed the desire for many years by SMEs and the self-employed for a single portal, where they can find information on the procedures they need to complete to expand their businesses abroad. 

On Your Europe - the Commission's most visited website last year with over 32 million visitors - businesses can access all the information and procedures they need when doing business in another EU country. By visiting Your Europe, SMEs and small entrepreneurs on average save up to 4 weeks of work and more than €2 000.

Find out more about the benefits that Your Europe brings to citizens and businesses, and spread the word!