What registration means and why you need it
Business registration in Canada is the legal process of recording your business with the government so you can operate legally, hire employees, open a business bank account, and file taxes. The requirement and the process depend on your business structure — sole proprietorship, partnership, or corporation — and which province or territory you operate in.
Most sole proprietors and partnerships can register at the provincial level through a business registry or corporate registry office. Corporations must register federally with Innovation, Science and Economic Development Canada (ISED) or provincially, depending on where they want to operate. Without registration, you cannot legally hire staff, sign contracts in your business name, or claim business expenses on your taxes.
Registration is not the same as getting a business license or tax number. You may need all three, but they are separate steps handled by different government bodies.
Key Takeaways
- Sole proprietorships and partnerships register through your provincial business registry; corporations register federally through ISED or provincially depending on scope.
- You will need your Social Insurance Number (SIN), a business name search result, and proof of your business address before you register.
- Provincial registration typically costs between $50 and $200 and takes one to five business days; federal incorporation costs more and takes longer.
- After registration, you must obtain a Business Number from the Canada Revenue Agency (CRA) to hire employees and file corporate taxes.
- Each province has its own registry office and naming rules, so the exact process and cost vary by where you operate.
Sole proprietorships and partnerships: provincial registration
If you are operating as a sole proprietor (self-employed, one owner) or in a partnership, you register through your provincial business registry. In most provinces, this is called a sole proprietorship registration or partnership registration. You do this through the provincial corporate registry office — often part of the Ministry of Government Services or equivalent.
The process is straightforward: you search the registry to confirm your proposed business name is not already in use, fill out a registration form (usually called a Notice of Business Name or similar), and submit it with proof of your address. Most provinces now allow online registration. The cost ranges from $50 to $150, and processing takes one to five business days.
You do not need a lawyer or accountant to register a sole proprietorship or partnership, though you may want one to review your partnership agreement. The registry office staff can answer questions about the form itself but cannot give legal information.
Corporations: federal versus provincial incorporation
Federal incorporation through ISED allows you to operate across Canada under one registration. You file articles of incorporation, pay a fee (currently $200 for online filing), and receive a federal corporate number. Federal incorporation takes five to ten business days and gives you legal protection across all provinces.
Provincial incorporation registers your corporation only in that province. It costs less (typically $100 to $300) and processes faster (one to three business days), but you must incorporate separately in each province where you plan to do business. Most small businesses that operate in one province choose provincial incorporation; businesses with plans to expand or operate nationally choose federal.
Both routes require you to file articles of incorporation (your corporate bylaws and structure), name search results, and director information. You will also need to hold an organizational meeting and create corporate records. Many people use a lawyer or incorporation service for this step because the paperwork is more complex than sole proprietorship registration.
Name search and business name rules
Before you register, you must search the provincial (or federal) registry to confirm your business name is not already in use and does not violate naming rules. Each province has different rules about what words you can use — some restrict words like "bank," "insurance," or "cooperative" unless you meet specific criteria.
You can search most provincial registries online for free. A search result is usually valid for 90 days, so you should register within that window. If your name is already taken, you will need to choose a different one and search again.
If you want to operate under a name different from your legal name (for a sole proprietorship) or corporate name (for a corporation), you may need to register that name separately as a "doing business as" (DBA) or trade name, depending on your province. This is an additional step and usually costs $20 to $50.
Getting your Business Number after registration
Once you are registered, you must obtain a Business Number (BN) from the Canada Revenue Agency. This is a nine-digit number you need to hire employees, open a business bank account, and file corporate taxes. You cannot get a BN before you register — the CRA needs your registration number first.
You can request a BN online through CRA's My Business Account, by phone at 1-800-959-5525, or by mail using form RC1. Processing takes five to ten business days. If you are a sole proprietor with no employees, you can use your Social Insurance Number instead of a BN for some purposes, but most banks and suppliers will ask for a BN.
Once you have your BN, you can register for GST/HST (if your revenue exceeds the threshold), provincial sales tax, and payroll deductions if you hire staff.
Provincial differences in cost and timeline
Registration requirements and costs vary by province. Ontario, British Columbia, and Alberta handle registration through their corporate registry offices online. Quebec uses a different system through Revenu Québec. Atlantic provinces and prairie provinces have their own registries with slightly different forms and fees.
| Province | Sole Proprietor Cost | Processing Time | Registry Office |
|---|---|---|---|
| Ontario | $60 | 1–2 business days | ServiceOntario |
| British Columbia | $75 | 1–3 business days | BC Registry Services |
| Alberta | $50 | 1–2 business days | Alberta Corporate Registry |
| Quebec | $30 | 3–5 business days | Revenu Québec |
| Manitoba | $75 | 2–5 business days | Manitoba Corporate Registry |
These costs and timelines are current as of 2024 but may change. Check your provincial registry office website for the most recent fees and processing times. Some provinces offer expedited processing for an additional fee.
What you need to have ready before you register
Gather these documents and information before you start the registration process. You will need your Social Insurance Number (SIN), a valid government-issued photo ID, and your business address (which can be your home address for a sole proprietorship). You will also need the results of your business name search, which you can obtain free from the provincial registry website.
If you are registering a partnership, you will need the names and SINs of all partners. If you are incorporating, you will need the names, addresses, and SINs of all directors and shareholders. You will also need to decide on your corporate structure — how many shares, classes of shares, and voting rights — before you file articles of incorporation.
Have your business address confirmed and any partnership or shareholder agreements drafted before you start. The registry office will not accept registration without a valid address, and you cannot change director or shareholder information easily after incorporation.
Frequently Asked Questions
Can I register my business online in all provinces?
Most provinces offer online registration for sole proprietorships and partnerships, but not all. Ontario, British Columbia, Alberta, and Quebec all have online systems. Some smaller provinces still require mail or in-person filing. Check your provincial registry office website to see what options are available where you operate.
Do I need a lawyer to register my business?
No. Sole proprietorships and partnerships can be registered without a lawyer — the forms are straightforward and the registry office can answer questions about how to fill them out. For corporations, a lawyer is helpful but not required; many people use online incorporation services instead, which cost $200 to $500 and handle the paperwork for you.
What happens if someone else already has my business name?
You cannot register that name. You will need to choose a different name and search again. You can add numbers, initials, or descriptive words to make it unique — for example, "John's Plumbing" instead of "Plumbing" — as long as the new name does not violate your province's naming rules.
How long does registration stay valid?
Sole proprietorship and partnership registrations do not expire, but you must renew them every five to ten years depending on your province (check your provincial registry for the exact renewal period). Corporations also do not expire, but you must file annual compliance documents and maintain corporate records. Failure to renew can result in your registration being cancelled.
Can I register a business if I am not a Canadian citizen?
Yes. You do not need to be a Canadian citizen or permanent resident to register a business in Canada, but you will need a valid Social Insurance Number or Individual Tax Number (ITN). Permanent residents and temporary residents with work permits can obtain these numbers. Check with the CRA about which number you are may be able to access for.