How To Register A Business In Ontario: A Step-by-Step Guide

Starting a business in Ontario comes with a unique mix of opportunity, regulation, and responsibility. Whether you’re opening a storefront in Toronto, launching a tech startup in Ottawa, or freelancing from your laptop in Thunder Bay, registering your business is one of the first essential steps to operating legally and confidently in Canada’s most populous province.

This guide walks you through the steps of registering a business in Ontario step by step. We’ll also cover common questions, such as how much it costs, how long it takes, how to register a business in Ontario online and how to register a business name in Ontario.

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Table of contents
Why You Need to Register Your Business What You Need Before Registering Choose a Business Structure Do You Need to Register Your Business? How to Register a Business Name in Ontario< How to Register a Business in Ontario (Step-by-Step) How Long Does It Take to Register a Business in Ontario? After Registration: What’s Next? Common Mistakes to Avoid When Registering Final Thoughts FAQs

Why You Need to Register Your Business

Before diving into the how-to, let’s quickly go over the why. Registering your business in Ontario is required by law if you plan to operate under any name other than your own. By registering, you:

• Protect your business name (if registering a sole proprietorship or partnership)
• Can collect and remit taxes (e.g., HST)
• Can open business accounts, apply for financing, and issue invoices
• Stay compliant with local and federal governments

If you’re operating under your own name (e.g., “John Smith” offering consulting services), you may not need to register. But if you use any other name (like “Smith Consulting”), registration is mandatory. We’ll explain how to register a business name in Ontario in this article.

What You Need Before Registering

Once you’re ready to start the registration process, it’s helpful to gather the following information:

• A business name (and at least one backup name, just in case it’s taken)
• A chosen legal structure (e.g., sole proprietorship, partnership, corporation)
• A physical business address in Ontario
• Details of all business owners or directors if required (full name, address, etc.)
• A CRA Business Number (if registering for tax accounts)

Choose a Business Structure

Before registering, you’ll need to choose a business structure. Your decision will affect how you register, your tax obligations, and your personal liability.

1. Sole Proprietorship – This is the simplest and most common business structure. It involves one person who owns and operates the business. While setup is easy and inexpensive, the owner assumes all liabilities.
2. Partnership – Two or more individuals share ownership of the business. Partnerships can be general or limited, depending on the level of involvement and liability.
3. Corporation – A corporation is a legal entity separate from its owners (shareholders). Incorporating offers liability protection, tax planning opportunities, and business name protection across Canada. However, it involves higher costs and more regulatory requirements.¹

Your structure determines whether you need to register federally or provincially. Sole proprietorships and partnerships register with Ontario, while corporations register federally or provincially, depending on their scope.

Do You Need to Register Your Business?

You must register your business in Ontario if:

• You’re operating under a name other than your full legal name
• Your business has employees
• You need to collect HST or open a business bank account

How to Register a Business Name in Ontario

Your business name is your brand, so it’s worth putting time into choosing and protecting it. Your name must be unique and comply with Ontario’s naming rules. These rules include:

• Avoiding misleading terms (e.g., suggesting government affiliation)
• Cannot be identical to existing registered names
• Must not have prohibited or offensive words

Once you have your name ( we recommend having a couple of backup business names), here’s how to register a business name in Ontario.

Check for Name Availability

Use the Ontario Business Registry to see if your desired name is taken. You may need a NUANS (Newly Upgraded Automated Name Search) report for incorporated businesses.

Name Registration

• Sole Proprietorship/Partnership: You must register your business name if it’s different from your personal name.
• Corporations: The name is part of your Articles of Incorporation, which means it’ll be automatically registered during the incorporation process.

Name registrations are valid for 5 years and must be renewed within 6 months before to 60 days after the expiry date.² If you miss the window, you’ll have to register all over again and receive a new Business Identification Number. You can optionally reserve your name before registering, especially if you’re not ready to register just yet. Once you’ve confirmed the name is available, you’re ready to begin the registration process.

How to Register a Business in Ontario (Step-by-Step)

When you’re ready to register, the Ontario Business Registry is the official online platform for doing so. You can complete the process in under 30 minutes in most cases. Here’s how.

Step 1: Choose Your Business Type

Decide between a sole proprietorship, partnership, or corporation based on your needs. Each structure has different forms and requirements.

Step 2: Select a Business Name

As mentioned above, choose a business name that reflects your brand. If you’re registering a sole proprietorship and using your full legal name, this step isn’t required. However, if your business name differs from your legal name (e.g., "Smith Consulting Services"), you must register it.

Use the Ontario Business Name Search or obtain a NUANS report (for corporations) to ensure your chosen name is available and compliant.

Step 3: Gather Required Information

Prepare the following information before registering:

• Your legal name and address
• Proposed business name
• Business address (can be home-based)
• Description of your business activity
• Names and addresses of business partners (if applicable)
• Credit card or other payment method for fees

Step 4: Register Through the Ontario Business Registry

You’ll need to go to the Ontario Business Registry and follow the prompts:

• Select your business structure
• Enter your business name and activity
• Provide personal and contact information
• Upload documents (if required)
• Pay the registration fee (see next section)

Once submitted, you’ll receive your Business Identification Number (BIN), registration confirmation, and official documentation by email. You can download and print these documents immediately.

Step 5: Apply for Additional Accounts (Optional)

Depending on your business type and activities, you may need to register for additional accounts:

• CRA Business Number (BN)
• GST/HST account (when revenue exceeds $30,000 annually)³
• Payroll account (if you plan to hire employees)
• Import/export account

You can register for these accounts through the Canada Revenue Agency's Business Registration Online portal.

Step 6: Keep Your Registration Up to Date

Most registrations are valid for five years. You’ll need to renew your business registration according to the renewal schedule to avoid penalties or disruptions. Also, don’t forget to update your information if your business name, structure, or address changes.

Step 7: Open a Business Account

Once your business is registered and you have your BIN, you can open a business account to manage your finances.

This is also a good time to think about international payments. If you plan to pay and receive money from overseas suppliers or freelancers, consider using a business account that offers mid-market rates and transparent fees.

How Much Does It Cost to Register a Business in Ontario?

Fees depend on the type of registration and method used. Here’s a breakdown of the costs of registering a business in Ontario:

Business Type	Online or Paper Fee via ServiceOntario⁴
Sole Proprietorship	$60
General Partnership	$60
Limited Liability Partnership	$60
Corporation (Ontario)	$300

Renewals (every 5 years for name registration) cost the same as the initial fee and are required by sole proprietorships and partnerships, but not corporations.

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How Long Does It Take to Register a Business in Ontario?

One of the most common questions is: how long does it take to register a business in Ontario? If registering online, the process is usually completed instantly or within a few hours. However, if your registration requires additional documentation or approval (like NUANS for corporations), it may take 1–2 business days.

Mail-in and in-person applications generally take longer, at around 15 business days, depending on processing times.⁵

After Registration: What’s Next?

You’ve registered your business, so what now? Registering your business is just the beginning. Here’s what to do next:

Open a Business Account: You’ll need a dedicated business account to manage company finances, receive payments, and pay suppliers. It’s a significant step if you work with international clients or vendors, where solutions like Wise Business can help make payments at the real mid-market rate.

Set Up Your Accounting and Taxes: Setting up your accounting processes typically involves choosing bookkeeping software like QuickBooks or Wave, tracking all income and expenses, remitting HST (if registered), and filing annual taxes.

Apply for Licences and Permits: Depending on your business type and location, you may need municipal or provincial licences. Use Ontario’s BizPal tool to search requirements.

Purchase Insurance: Business insurance is not mandatory in Ontario, but is highly recommended. Consider general liability, commercial property, and professional liability insurance, depending on your business type.

Build your Online Presence: Secure your domain name and create a business website. Register social media handles and start promoting your brand.

Common Mistakes to Avoid When Registering

Registering is made simple by the Ontario government, but there are nuances you certainly don’t want to miss.

Skipping the Name Search

Registering a business name that is too similar to another can result in legal issues or your registration being rejected.

Using an Incorrect Legal Structure

Choosing the wrong structure may limit your business operations or expose you to unnecessary personal liability.

Not Registering for a CRA Business Number

Even if you're a small sole proprietorship, you may need a business number to open a business account or work with certain clients.

Forgetting to Renew

Most registrations are only valid for five years. Mark your renewal date on your calendar to avoid lapses.

Not Checking Zoning Laws

If you plan to operate from home or a commercial space, check local zoning regulations to ensure your business activity is permitted.

Forgetting About Licensing

While registration gives your business legal status, you may still need a business licence depending on your industry (e.g., food service, construction), municipality (Toronto, Ottawa, etc.), and regulatory body (e.g., FSRA, health board).

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Final Thoughts

Knowing how to register a business in Ontario can help you avoid delays and costly errors. With the proper business structure, name registration, and CRA accounts in place, you'll be well-prepared to launch and grow your business.

And as your operations expand, especially across borders, consider how financial tools like Wise Business can help streamline your payments with transparent, real mid-market exchange rates.

Registering your business is just the beginning. With proper planning and support, your Ontario-based venture can thrive in both local and international markets.

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FAQs

Can I operate under my personal name without registering?

Yes, but only if you’re using your exact legal name.

Can I register a business name in Ontario without starting the business right away?

Yes. You can reserve or register a business name before officially starting operations. However, registration typically lasts five years, so keep that timeline in mind.

Can non-residents register a business in Ontario?

Yes, but it may involve additional steps, particularly for corporations. You’ll also need to appoint at least 25% of the directors as Canadian residents.

Can I change my business name later?

Yes, but depending on your business structure, you’ll need to file a new registration or amendment.

Do I need to register if I’m a freelancer or gig worker?

If you’re using a name other than your full legal name, you’ll need to register. Even if you're using your name, some platforms (for example, freelance platforms like Upwork) or clients may require proof of registration or a CRA BN.

Can I register a business from outside Canada?

Yes, you can register online through the Ontario Business Registry from anywhere. However, some business structures (like corporations) may require a Canadian resident as a director.

How long is my registration valid?

Sole proprietorships and partnerships must renew every 5 years. Corporations do not need to renew their registration but must file annual returns.

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Sources:

1. https://stratawealth.ca/understand-business-structures-in-canada-and-how-each-is-taxed
2. https://www.ontario.ca/page/ontario-business-registry-all-services
3. https://www.canada.ca/en/revenue-agency/services/tax/businesses/topics/gst-hst-businesses/when-register-charge.html
4. https://www.ontario.ca/page/business/start/register-your-business-online
5. https://www.ontario.ca/page/cost-time-required-to-register-change-search-for-business-name-corporation-not-for-profit