Learning how to register a business in Ontario comes down to a few clear decisions. First, choose a structure: a sole proprietorship or general partnership (register a business name for about $60, valid five years) or a corporation (incorporate for about $300 provincially or $200 federally). Then register through the Ontario Business Registry, and set up a Business Number and HST if you need them.
This guide walks through each step in plain language so you can start on the right footing.
Step 1: Choose your business structure
Before you register anything, decide how your business will be legally organised. This choice affects your costs, your taxes, and your personal liability.
- Sole proprietorship — one owner, simplest to set up. You and the business are the same legal entity, so you keep all the profit but you are personally responsible for the debts.
- General partnership — two or more owners sharing a business. Similar to a sole proprietorship, but responsibilities and liability are shared.
- Corporation — a separate legal entity. Incorporating can limit your personal liability and open up tax planning, but it costs more and comes with more paperwork each year.
If you are weighing the trade-offs, our guide on sole proprietorship vs. incorporation breaks down the pros and cons in detail. For most of our clients, this is the single most important early decision.
Step 2: Choose and check your business name
Your name is more than branding; it also decides which registration steps you need to complete.
- If you run a sole proprietorship under your own exact legal name, you usually do not need to register a business name at all.
- If you trade under any other name, you must register that business name.
- If you incorporate under a word name (rather than a number), Ontario requires a NUANS report.
A NUANS report is an official name search that compares your proposed corporate name against existing business names and trademarks across Canada. It helps confirm your name is available and distinctive. In Ontario you submit a NUANS report with your Articles of Incorporation for a named corporation. You do not need one for a numbered corporation (for example, "1234567 Ontario Inc."), and federal online incorporation now builds the corporate name search into the process.
Even when a NUANS report is not required, it is smart to search the Ontario Business Registry and a general web search to make sure your name is not already taken.
Step 3: Register through the Ontario Business Registry
The Ontario Business Registry (OBR) is the province's online system for registering and managing businesses. Most people complete their registration here.
Registering a business name (sole proprietorship or partnership)
Registering a business name online through the OBR costs about $60 and the registration is valid for five years. Online filings are usually processed immediately. When the five years are up, you renew the name (again about $60) to keep it active.
You will need basic details: the business name, your address, and a short description of what the business does.
Incorporating a business
To incorporate an Ontario corporation, you file Articles of Incorporation through the OBR. Online incorporation costs about $300 and is usually processed immediately. For a named corporation you attach your NUANS report.
You can also incorporate federally through Corporations Canada for about $200 online, which typically takes around one business day. Federal incorporation lets you operate under one name across Canada, though you may still need to register in the provinces where you do business. To decide which route fits you, see our comparison of federal vs. provincial incorporation.
Step 4: Get your Business Number and HST account
Once your business exists, you usually need a Business Number (BN) from the Canada Revenue Agency. This is a 9-digit number that identifies your business for federal tax accounts, such as GST/HST, payroll, and corporate income tax.
GST/HST registration has a clear rule of thumb:
- If your revenue from taxable sales stays under $30,000 over four consecutive calendar quarters, you are a small supplier and do not have to register (though you can choose to).
- Once you pass $30,000 in a single quarter or over four consecutive quarters, you must register for a GST/HST account and start charging HST.
Registering early can be worthwhile because it lets you claim back the HST you pay on business expenses. When you incorporate through the Ontario Business Registry, you can often set up your Business Number and tax accounts at the same time.
Ontario business registration at a glance
| Step | Sole proprietorship / partnership | Corporation |
|---|---|---|
| Structure | You and the business are one entity | Separate legal entity |
| Where to register | Ontario Business Registry | Ontario Business Registry or Corporations Canada |
| Government fee | About $60 (valid 5 years) | About $300 provincial / $200 federal |
| Name search | Recommended | NUANS report required for named corporations |
| Business Number / HST | Register when over $30,000 | Register when over $30,000 |
| Typical timing | Usually immediate online | Immediate (Ontario) / ~1 business day (federal) |
Use this as a quick checklist, and work through the steps in order.
Common mistakes to avoid
A few missteps come up again and again for new Ontario owners:
- Trading under an unregistered name. If you use anything other than your own exact legal name, register the business name before you advertise or invoice under it.
- Skipping the name search. Choosing a name that clashes with an existing business or trademark can force an expensive rebrand later. A quick search, or a NUANS report for a named corporation, protects you.
- Ignoring the $30,000 HST line. Many owners forget to watch their running revenue and miss the point where GST/HST registration becomes mandatory.
- Mixing personal and business money. Open a separate business bank account as soon as you register so your records stay clean.
- Forgetting to renew. An Ontario business name registration lapses after five years if you do not renew it.
Step 5: Stay compliant after you register
Registering is the start, not the finish. To keep your business in good standing:
- Keep your information current. Update the Ontario Business Registry if your address, name, or ownership changes.
- Renew on time. A business name registration lasts five years; corporations have annual filing requirements, including an annual return.
- Track your revenue so you register for HST at the right moment.
- Keep clean records of income and expenses from day one, which makes tax time far easier.
- Set aside money for taxes as you go, rather than facing a large bill all at once.
Getting these habits right early saves you from scrambling later.
Register your Ontario business with confidence
Registering a business in Ontario is very doable on your own, but the early choices around structure, naming, NUANS, and HST are exactly where new owners tend to hesitate. If you would rather get it right the first time, Markham Office can guide you through business registration and incorporation, help you choose between a sole proprietorship and a corporation, and set up your Business Number and HST so you can focus on running your business across Markham, York Region, and the wider GTA.