How to Register Your Business in Ontario: A Step-by-Step Guide
So, your wild idea is a good one. You’ve tested its viability using our Business Viability Kit, done your market research, and written a business plan. You’ve also secured financing, decided on your business structure (sole proprietorship, partnership, or corporation), and have some great business name ideas. You’re well on your way to opening a business in Ontario.
Now it’s time to legitimize your business! While exciting, it can also be overwhelming when government paperwork is involved. If you’re ready to register your business in Ontario, this guide will make the process easier.
We’re breaking the process down into seven simple steps, whether you’re registering as a corporation or a sole proprietorship (aka a “sole prop”).
1. Make Sure No One Else Has Your Business Name
Before you register, you want to ensure your chosen name is available. We’ve worked with entrepreneurs who invested in domains and packaging designs, only to discover their business name was taken—resulting in thousands of startup dollars lost.
Search Google: Look for identical or similar names across all industries, not just your niche.
Check Domains: Use hosting platforms like GoDaddy or CIRA to confirm domain availability and secure your URL.
Search Provincial Registries: Use Canada’s Business Registries to check across multiple provinces. For full coverage, manually search databases like Ontario’s Business Registry and others listed in this guide.
Have Backup Names: Prepare alternatives in case your first choice is unavailable.
2. Order a NUANS Name Search Report
If you’re incorporating, you’ll need a NUANS name search report. NUANS checks your proposed name for similarities with existing corporate names, trademarks, and business names. Your NUANS report must be less than 90 days old when registering.
Order Online: Purchase your report from authorized providers like NUANS.com.
90-Day Validity: Ensure your report is current before submitting your registration.
Sole proprietors don’t require a NUANS report but should still conduct a preliminary search to avoid future legal disputes.
3. Determine Whether You Want a “Corporate” or “Numbered” Name
If incorporating, decide whether to choose a "corporate" name (e.g., Wild Idea Co. Ltd.) or a "numbered" name (e.g., 12345678 Inc.).
Corporate Name Pros: Unified branding, customer recognition.
Numbered Name Pros: Faster setup, lower cost.
Key Tip: Regardless of choice, your customer-facing name (or trade name) can differ from your legal name. Consult a lawyer to ensure your decision aligns with your goals.
4. Register Your Business Name Online
Go to the Ontario Business Registry and create a My Ontario Account and My Service Ontario Account to register. Follow their online portal’s step-by-step instructions to complete your business registration.
Sole Props: If using a name other than your legal name, register it as a trade name to avoid penalties.
Cost: Expect fees ranging from $60–$300 depending on the type of registration.
5. Get an HST Number (If Applicable)
If you expect more than $30,000 CAD in revenue in your first year, you must charge HST from your first sale and remit it to the CRA. Register for a Business Number (BN) to manage HST and payroll through CRA My Business Account.
Register for a Business Number (BN): Use the CRA’s Business Registration Online tool. Have key details ready, including your start date, fiscal year, and projected revenue.
Payroll Account: If hiring employees, register for payroll deductions under the same BN.
6. Consider Digital Taxation and Compliance (New)
Digital-first businesses (e.g., e-commerce or SaaS) need to address compliance beyond traditional tax rules.
Digital Taxation: Confirm if GST/HST applies to out-of-province or international sales.
Privacy Laws: Familiarize yourself with PIPEDA (Canada’s privacy law) and any relevant international laws like GDPR if you serve global customers.
Tools like Shopify Tax can simplify compliance for e-commerce businesses.
7. Take Advantage of Free Resources and Tools
Starting a business doesn’t have to break the bank. Use these resources to keep costs low and access expert support:
Ontario Small Business Centres: Find one near you for help with planning, workshops, and grant applications.
Funding Opportunities: Look into provincial and federal grants tailored to new entrepreneurs.
Free Business Tools: Use apps like Wave for accounting and tax management.
Final Thoughts
Congratulations, you’re officially on your way to operating a legitimate business in Ontario! While it can feel overwhelming, taking these steps ensures your business is set up for long-term success.
Download our Business Viability Kit to confidently plan your next steps. Have questions about business registration or funding? Contact us today for personalized guidance.
