CRA Business Number: What It Is and How to Get One

CRA Business Number: What It Is and How to Get One

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What Is a CRA Business Number?

A CRA business number (BN) is a nine-digit number the Canada Revenue Agency assigns to a business or other legal entity. It is the identifier the CRA and many other government programs use for your business, in the same way your social insurance number identifies you personally.

On its own the business number does nothing. What matters are the program accounts attached to it: one for GST/HST, one for payroll, one for corporate income tax, and so on. Most of the questions owners ask about “getting a business number” are really about which of those accounts they need and when. This guide explains both, and how to register online.

Business Number vs Program Accounts

A full CRA account number has three parts: the nine-digit business number, a two-letter program identifier, and a four-digit reference number. A corporation with GST/HST, payroll and corporate tax accounts might have:

AccountExampleUsed for
RT123456789 RT0001GST/HST returns and payments
RP123456789 RP0001Payroll source deductions, T4s
RC123456789 RC0001Corporate income tax (T2) and instalments
RM123456789 RM0001Importing and exporting commercial goods
RZ123456789 RZ0001Information returns such as T5 and T5018 slips

The reference number lets one business hold more than one account of the same type. A company that runs two divisions with separate payrolls might have RP0001 and RP0002. When you pay the CRA or file a return, always quote the complete account number. A payment made to the right BN but the wrong program account is one of the most common causes of “overdue” notices.

Who Needs a Business Number

Corporations. Every corporation needs one, because it must file a T2 corporate return. If you incorporate federally, or provincially in Alberta, British Columbia, Manitoba, New Brunswick, Nova Scotia, Ontario, Prince Edward Island or Saskatchewan, the CRA issues the business number automatically with a corporate income tax account. Corporations formed in Quebec, Newfoundland and Labrador or the territories register with the CRA separately.

Sole proprietors and partnerships. You need a business number only when you need a program account. The usual triggers are:

  • your taxable revenue passes $30,000 in a single quarter or over four consecutive quarters, so you must register for GST/HST (our HST registration guide explains the test), or you choose to register voluntarily;
  • you hire your first employee and need a payroll account;
  • you import or export commercial goods.

A sole proprietor with no employees and revenue under $30,000 does not need a business number at all. Your business income goes on your personal return under your social insurance number, as our sole proprietorship tax guide explains.

Provincial Registration Is a Different Thing

Registering a business name with your province, such as an Ontario sole proprietorship’s business name registration, is not the same as getting a CRA business number. The provincial registration protects and records the name. The CRA number is for federal tax accounts. Several provinces now share information with the CRA, and some use the CRA business number as their own identifier, but completing one registration does not automatically give you the other program accounts you need.

Quebec is a special case. Revenu Québec administers the GST and the QST for most Quebec businesses, so registration for sales tax happens with Revenu Québec, and the business also has a Quebec enterprise number (NEQ) from the provincial enterprise registrar.

How to Get a Business Number Online

Since November 2025 the CRA requires new business numbers and program accounts to be registered online, through Business Registration Online (BRO). Since July 2026, BRO is only reached through a CRA account: you sign in with your CRA user ID and password, a Sign-In Partner such as your bank, or a provincial partner in British Columbia or Alberta. Registration is free, and in most cases the number is issued immediately.

Have this ready before you start:

  • the legal name of the business, and the operating name if different;
  • the business structure: sole proprietorship, partnership or corporation;
  • the name, social insurance number and contact details of each owner, partner or director;
  • the business address and mailing address;
  • a description of what the business does, which the CRA codes using the North American Industry Classification System;
  • for a corporation, the incorporation date, jurisdiction and corporation number;
  • for GST/HST, your expected annual revenue, effective date and preferred filing frequency;
  • for payroll, the date of your first pay, how often you pay and how many employees you expect.

A few situations cannot be handled in BRO, such as reactivating a closed program account, a business owned only by non-residents, or a business owned by another business. For those, the CRA’s business enquiries line or a paper application is still used.

Be wary of private websites that offer to “register your business number” for a fee. Some are legitimate filing services, but the CRA charges nothing, and the online registration takes most owners less than half an hour.

After You Register Your Business Number

Set up My Business Account. It shows every program account under your business number, with balances, returns, notices and payment options. It is also where you authorize your accountant or bookkeeper to deal with the CRA on your behalf, and where you can choose online mail so notices do not sit in a mailbox.

Put the number where it belongs. Once you are registered for GST/HST, your full RT number must appear on invoices to customers who want to claim input tax credits. Your payroll RP number goes on T4 slips and remittances.

Start filing. Registering an account creates obligations immediately. A GST/HST account expects returns from its effective date, and a payroll account expects remittances. If you will not have activity for a while, tell the CRA rather than ignoring the notices. The dates are all in our business tax filing calendar.

Business Number Changes, Incorporation and Closing

Update your business number details through My Business Account when your address, directors, fiscal year end or other details change.

A business number belongs to a legal entity. When a sole proprietor incorporates, the new corporation is a different taxpayer and receives its own business number. The old sole proprietorship’s GST/HST and payroll accounts have to be closed, and new ones opened under the corporation. This is one of the steps covered in our guide to starting, selling or closing a business, and it is easy to get wrong in the first few months after incorporating.

When a business stops operating, close each program account once its final returns are filed. Leaving a dormant GST/HST account open means the CRA keeps expecting returns, and missing ones can lead to estimated assessments and penalties.

Setting Up a New Business or Incorporating?

We register your business number and the program accounts you need, set up your cloud accounting to match, and make sure the first GST/HST returns and payroll remittances happen on time.

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Starting, Selling or Closing a Business in Canada: The Tax and Bookkeeping Side

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Starting, Selling or Closing a Business in Canada: The Tax and Bookkeeping Side

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Why These Business Events Matter for Tax

Routine compliance is forgiving. Miss a filing and you pay a penalty. Transitions are not forgiving, because the tax consequence is usually locked in by an action already taken.

An owner who incorporates in March and asks in November whether it was done correctly may find that the answer is no and the fix is expensive. An owner who accepts an offer structured as an asset sale and then asks about the lifetime capital gains exemption has already given it away. In each case the advice was worth a multiple of its cost, and only if it came first.

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The short version

  • Every one of these events has a tax decision embedded in it, and in most cases the decision must be made before the event, not reported after.
  • Incorporating a profitable sole proprietorship without a section 85 rollover can trigger tax on assets you never sold.
  • Buyers want assets; sellers want shares. The gap is worth hundreds of thousands on a mid-sized sale.
  • Closing a business badly leaves open CRA accounts that generate assessments for years afterward.
  • The cheapest advice you will ever buy is the conversation before one of these events.

Starting a Business in Canada

The first decision is structure. A sole proprietorship costs nothing to start, allows business losses to offset your other income (valuable in early years) and carries unlimited personal liability. A corporation separates liability, offers the small business rate on retained profit, and costs more to run. A partnership is a sole proprietorship with the added need for a written agreement, which partnerships without one invariably wish they had. Our comparison of sole proprietorship vs corporation vs partnership goes deeper on each.

Most businesses should start unincorporated unless liability is a real and immediate concern, or profitability is expected to exceed personal needs from the outset. Early losses are worth more in your hands than trapped in a corporation.

The setup checklist is short and worth doing properly:

  • Register the business name provincially, or incorporate, as applicable.
  • Obtain a business number, and add program accounts as needed: RT for GST/HST, RP for payroll, RC for corporate income tax.
  • Open a separate business bank account from day one. This single step saves more in bookkeeping cost than anything else on the list.
  • Decide on GST/HST registration. Below $30,000 you may register voluntarily, and should if your customers are businesses or you have significant start-up purchases.
  • Set up accounting software for your Canadian business before the first transaction, not after fifty.
  • Register for workers’ compensation if your province requires it; some industries require it before you have any employees.
  • Track start-up costs incurred before opening. Many are deductible or eligible for capital treatment, and they’re routinely lost because nobody kept the receipts.

Hiring Your First Employee

Covered fully in the Canadian small business payroll handbook, but the sequencing matters here. Open the payroll account before the first pay date. Confirm the employee’s province of employment, because that governs their tax rates, TD1 forms, employment standards and workers’ compensation. Have TD1s completed on or before day one. Register for workers’ compensation. And budget the true cost: roughly 12 to 18% above gross salary before benefits.

Decide the employee-versus-contractor question honestly at this point rather than defaulting to a contract because it’s simpler. The classification is determined by the substance of the relationship, and reclassification is assessed against the employer for both halves of CPP and EI plus penalties, across every open year.

Incorporating a Sole Proprietorship

This is the transition most often done badly, because it looks administrative and is not.

Transferring your business assets into the new corporation is a disposition at fair market value. If those assets have appreciated (goodwill, equipment worth more than its remaining tax value, inventory), you have a taxable gain on a transaction in which no money changed hands.

A section 85 rollover lets you elect to transfer assets at an agreed amount, generally deferring that gain. It requires a properly prepared election filed on time, consideration that includes shares of the corporation, and valuation support for what is being transferred. It is not a form you complete casually, and a late-filed election carries penalties.

Timing is the other half. Incorporating mid-year means two sets of books, two returns, and an allocation of income between the proprietorship and the corporation for the year. Incorporating at a natural break, ideally aligned to a year end, avoids most of that. What the corporation then owes, and when, is in our T2 corporate tax guide.

Then close the loop on the old structure: transfer or re-register GST/HST and payroll accounts, notify clients and update contracts so payments are made to the corporation, move bank accounts and merchant processing, update insurance and licences. Revenue paid to you personally after incorporation, because a client never updated their records, creates an allocation problem that has to be unwound.

Buying an Existing Business

Buying is the mirror image of selling, and the buyer’s priorities are usually the opposite of the seller’s.

Asset purchase or share purchase. Buying assets lets you step up the tax cost of equipment and claim fresh capital cost allowance, and it leaves the seller’s unknown liabilities behind. Buying shares means you inherit the corporation’s entire history, including any tax it should have paid, so it calls for deeper due diligence and strong indemnities in the purchase agreement. Sellers usually want a share sale for the lifetime capital gains exemption, which is why price and structure get negotiated together.

What to check before you sign:

  • Three years of financial statements and corporate tax returns, and whether the books reconcile to them.
  • CRA account balances for corporate tax, GST/HST and payroll. Unremitted source deductions stay with the corporation.
  • How revenue is concentrated across customers, and which contracts can be assigned to a new owner.
  • Employee obligations you will take on, including accrued vacation pay and length of service.

GST/HST on the purchase. When you buy all or substantially all of a business’s assets and you are registered, the buyer and seller can usually file a joint section 167 election so that no GST/HST is charged on the sale. Without it, the buyer pays the tax up front and claims it back later, which ties up cash at the worst possible moment.

Selling a Business: Share Sale vs Asset Sale

The structural question dominates everything else (the CRA’s own checklist for selling a business covers the account changes that follow).

Share saleAsset sale
Seller’s taxCapital gain, potentially sheltered by the LCGERecapture and gains inside the corporation, then extraction to you
Buyer’s positionInherits history and liabilities; no cost-base step-upSteps up cost base; leaves unknown liabilities behind
Usually preferred bySellerBuyer

The lifetime capital gains exemption ($1,275,000 for 2026) is available on qualifying small business corporation shares and is the largest reason sellers push for a share sale. Qualifying requires the 90% active-asset test at sale, the 50% test throughout the preceding 24 months, and the holding-period condition. A corporation carrying surplus cash or investments can fail the 90% test on the day of sale.

That is why purification has to happen early. Moving excess cash and non-operating assets out of the corporation is itself a taxable event that needs planning, and it cannot be done the week before closing.

Three years out is the right horizon. Purify the balance sheet. Get financial statements into a condition a buyer’s advisers will accept without discounting. Document that the business runs without you, since owner dependence is the most common reason a price is reduced. Clear shareholder loan balances (our tax planning guide for owner-managers explains why). And review the share structure, because family ownership arranged well in advance can multiply the exemption across more than one person; arranged late, it achieves nothing.

How to Close a Corporation in Ontario or Elsewhere in Canada

Closing is the event owners treat most casually and where the loose ends last longest.

A business that stops trading, without closing its CRA accounts, remains obliged to file. Unfiled nil returns accumulate penalties, and the CRA can issue arbitrary assessments based on estimates, which then have to be disputed rather than ignored, sometimes years later.

The sequence for an orderly closure:

  • File all outstanding returns to the date of cessation.
  • Issue final T4s and ROEs for every employee.
  • File a final GST/HST return. On deregistration you are generally deemed to have sold remaining business assets at fair market value and must account for tax on them: a step that surprises people holding equipment or inventory.
  • Close each program account with the CRA explicitly.
  • For a corporation, file a final T2 for the period ending on wind-up, and complete the dissolution with the incorporating jurisdiction: Corporations Canada federally, or the Ontario Business Registry for Ontario corporations. A corporation that is not formally dissolved continues to exist and continues to owe annual returns.
  • Distribute remaining assets deliberately. Property distributed to shareholders is treated as disposed of at fair market value, and the capital dividend account may allow part of the distribution to come out tax-free, but only if someone checks the balance before it’s too late.
  • Retain all records for six years from the end of the last tax year. The obligation survives the business.

If the business is closing because it failed rather than because it finished, there may still be value available: losses that can be carried back against tax paid in the three preceding years, and an allowable business investment loss on shares or debt of a small business corporation that can be applied against ordinary income rather than only capital gains. Both are commonly missed by owners who want the whole thing over with.

One of These Coming Up?

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Sole Proprietorship vs Corporation vs Partnership in Canada

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Sole Proprietorship vs Corporation vs Partnership in Canada

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How to Choose a Business Structure in Canada

Sole proprietorship vs partnership vs corporation is the first real decision most Canadian business owners make, and it shapes everything after it: how much personal risk you carry, how your profits are taxed, how much paperwork you file each year and how easily you can bring in partners or investors. This guide compares the three structures side by side, with a comparison table, the tax rates that apply in Canada, what each costs to set up, and a plain answer to the question most people are really asking: when does it make sense to incorporate?

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In short

Sole Proprietorship: Simple to set up and offers full control but comes with unlimited personal liability. Best for small, low-risk businesses and freelancers.

Partnership: Allows shared resources and expertise but requires a solid agreement to manage liabilities and decision-making. Ideal for co-founders with complementary skills.

Corporation: Provides limited liability and tax advantages but involves more administrative work. Suitable for businesses with growth ambitions and high-risk industries.

Risk vs. Reward: Choosing the right structure depends on factors like liability protection, tax benefits, and long-term growth plans.

Legal & Financial Planning: Understanding each structure’s implications can help entrepreneurs make informed decisions and avoid costly mistakes.

 

Sole Proprietorship vs Partnership vs Corporation: Side-by-Side Comparison

Sole proprietorshipPartnershipCorporation
Legal statusYou and the business are the same personPartners and the business are the same (general partnership)Separate legal entity from its owners
Personal liabilityUnlimitedUnlimited and joint in a general partnership; limited partners are protected in an LPLimited to what you invested, unless you sign a personal guarantee
How profit is taxedOn your personal T1 at graduated rates, up to 53.53% in OntarioEach partner reports their share on their own T1; a T5013 partnership return may be requiredCorporate rates: about 12.2% on the first $500,000 of active income in Ontario, then personal tax only when you pay yourself
Setup costLow: Ontario business name registration is about $60Low to moderate: name registration plus a partnership agreementHigher: $200 federal or $300 Ontario filing fee, typically $1,000 to $2,000 with a lawyer
Annual paperworkT1 with form T2125T1 for each partner, plus T5013 where requiredT2 corporate return, financial statements, annual corporate filing and minute book
Tax deferral and income splittingNoneNoneYes: leave profits in the company, choose salary vs dividends (subject to TOSI rules)
Lifetime capital gains exemption on saleNoNoYes, on qualified small business corporation shares (about $1.25 million)
Best forFreelancers, side businesses and low-risk servicesCo-founders or professionals sharing a practiceGrowing, profitable or higher-risk businesses

Rates and fees are for Ontario for the 2026 tax year and change periodically.

What Is a Sole Proprietorship?

A sole proprietorship is the simplest way to start a business. You and the business are legally the same entity, which means income, debts, and liabilities all flow directly to you personally.

Ease of Setup: Registering a sole proprietorship usually involves minimal paperwork and costs.
Unlimited Liability: Because there’s no legal separation between you and the business, your personal assets could be at risk if the company incurs debt or faces lawsuits.

For many first-time entrepreneurs or sole operators (like independent consultants, e-commerce sellers, or service providers), this model can be a low-cost, low-hassle way to test ideas in the market. However, it’s important to remember that the simplicity comes with risk: in the event of financial trouble, creditors can lay claim to both business and personal assets.

Advantages

  • Simplicity: Minimal registration requirements and lower startup costs.
  • Full Control: All decisions, from pricing to operations, rest entirely on you.

Disadvantages

  • Unlimited Liability: Personal assets are at risk if the business can’t meet its debts or is sued.
  • Tax Implications: As profits grow, you may fall into higher personal tax brackets.

When Should I Consider a Sole Proprietorship?

  • Early-Stage Ventures: If you’re testing a new product or service and want to keep costs and complexity low, this structure can be ideal.
  • Freelancers & Independent Contractors: Those offering professional services (e.g., consulting, graphic design, personal coaching) often find this route straightforward.
  • Limited Capital & Risk: If your initial investment is small and your industry exposure is relatively low, it’s often easiest to start here.

What Is a Partnership?

A partnership involves two or more individuals pooling resources, sharing responsibilities, and dividing profits (and debts) according to a partnership agreement. While some partnerships form informally, having a clear, written agreement is strongly recommended to prevent misunderstandings.

A partnership can be particularly advantageous if each partner brings a unique skill set or financial contribution. However, partners generally share liability for any debts or lawsuits against the partnership, so each person’s decisions can affect everyone involved.

Advantages

  • Shared Resources & Expertise: Partners can divide tasks according to their strengths, accelerating growth and problem-solving.
  • Simplicity Compared to a Corporation: Partnerships involve fewer bureaucratic hurdles than incorporating, making them relatively straightforward to set up.

Disadvantages

  • Joint Liability: Each partner can be held accountable for business debts or legal actions stemming from another partner’s conduct.
  • Potential Conflicts: Without a well-structured agreement, disagreements over profit sharing, decision-making, or business direction can disrupt operations.

When Should I Consider a Partnership?

  • Collaborative Projects: If you have a co-founder whose abilities complement yours, such as a product developer paired with a marketing expert, a partnership can leverage both skill sets effectively.
  • Shared Financial Risk: Splitting startup costs, debts, and workloads can make more ambitious projects feasible if you’re comfortable sharing decision-making.
  • Mid-Level Complexity: If you need more resources than a sole proprietorship but aren’t ready for the administrative demands of a corporation, a partnership can be a strong intermediary.

What Is a Corporation?

A corporation is a legally distinct entity, separate from its owners (shareholders). You can incorporate federally or at the provincial level, each with its own set of rules. While this structure involves stricter regulatory obligations, it also provides strong liability protection and can present advantageous tax scenarios for profitable businesses.

Advantages

  • Limited Liability: Shareholders’ personal assets are typically protected; creditors cannot pursue them beyond the amount invested in shares.
  • Tax Planning Opportunities: Corporations in Canada may benefit from lower tax rates under the Small Business Deduction if they meet specific conditions.

Disadvantages

  • Higher Administrative Burden: Incorporating requires more paperwork, annual filings, and separate corporate tax returns.
  • Potential Double Taxation: Profits are taxed at the corporate level, then again as personal income when distributed as dividends. However, dividend tax credits can lessen this impact.

When Should I Consider Incorporating?

  • Significant Growth Plans: If your business strategy involves raising capital, issuing shares, or scaling rapidly, a corporation’s structure is often better suited for expansion.
  • Risk Mitigation: Industries with higher liability exposure, such as construction or complex professional services, often use corporations to protect owners’ personal assets.
  • Future-Focused Tax Strategies: If profits are substantial, retaining earnings within a corporation may offer a lower tax rate compared to personal income tax, especially if you plan to reinvest in the business.

Each business structure (sole proprietorship, partnership, and corporation) serves a specific set of needs. Sole proprietorships deliver simplicity and direct control but expose the owner to unlimited liability. Partnerships can propel a venture forward through shared expertise and resources, yet they also require clear agreements to prevent disputes and shared liability issues. Corporations provide a robust shield for personal assets and can unlock various tax benefits, though at the cost of more administrative duties.

In the end, your choice should reflect both your current situation (for example, financial risk tolerance, available capital, desire for complexity) and long-term objectives (such as growth plans, liability concerns, and attracting investors). If you stay a sole proprietor, our sole proprietor tax guide covers what you file. If you incorporate, start with the T2 corporate tax guide and our salary vs dividend calculator. Either way you will need a CRA business number. If you’re still unsure which path to choose, Targeted Accounting can provide personalized guidance on structuring your business, optimizing tax strategies, and ensuring compliance with Canadian regulations.

Frequently Asked Questions

It depends on profit and risk. If you spend everything the business earns, a sole proprietorship is usually cheaper and simpler, because the small business tax rate only helps when you can leave money in the company. Incorporating starts to pay once your profit is well above what you need to live on, when you face real liability exposure, or when you plan to sell the business and want the lifetime capital gains exemption.

The government filing fee is $200 for a federal corporation filed online and $300 for an Ontario corporation. Using a lawyer or incorporation service typically brings the total to $1,000 to $2,000, including the minute book and share structure. Expect ongoing annual costs too: a T2 corporate tax return, financial statements and the annual corporate filing.

Yes. Many businesses start as a sole proprietorship and incorporate once profits grow. Assets can usually be transferred into the new corporation on a tax-deferred basis using a section 85 rollover, so you do not trigger tax on the transfer. You will need a new CRA business number and program accounts for the corporation.

A partnership is not a separate legal entity: each partner reports their share of profit on their own personal return and is personally liable for the partnership’s debts. A corporation is a separate entity that pays its own tax at corporate rates, shields the owners’ personal assets, and can keep earnings inside the company. Partnerships are simpler to run; corporations give more protection and tax planning room.

Only when you need a CRA program account, for example once you register for GST/HST (required when sales pass $30,000 in four consecutive quarters) or hire an employee and run payroll. Until then a sole proprietor reports business income on their personal return using their SIN. A corporation always gets a business number when it incorporates.

Ready to Take the Next Step in Your Business Journey?

Targeted Accounting is more than just an accounting firm: we’re your strategic partner in building a strong financial foundation. Whether you’re launching a startup or re-evaluating your current business structure, our team provides expert guidance tailored to your goals. From choosing the right legal structure to optimizing tax strategies and ensuring compliance with Canadian regulations, we’ll help you make informed decisions every step of the way. Contact us today to schedule a consultation and see how Targeted Accounting can support your business success.

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