Ontario is Canada's largest business market — home to over 500,000 registered businesses. Incorporating in Ontario gives you limited liability protection, access to lower corporate tax rates, and a professional legal identity. This guide walks through every step of the process, including the actual government fees and processing times for 2026.
Provincial vs Federal Incorporation: Which Is Better for Ontario Businesses?
Before filing anything, you need to decide whether to incorporate provincially (Ontario-specific) or federally (through Corporations Canada, operating across all of Canada).
| Factor | Ontario Provincial | Federal |
|---|---|---|
| Government fee | $300 CAD | $200 CAD |
| Name search required | Yes (NUANS) | Yes (NUANS, ~$13.80) |
| Processing time | 1–5 business days | 1–5 business days (online) |
| Name protection | Ontario only | All of Canada |
| Extra-provincial needed to operate in other provinces | Yes | No (but must register) |
| Best for | Ontario-focused businesses | National or growing businesses |
For most Ontario-based businesses that operate locally or regionally, provincial incorporation is the more cost-effective choice. If you plan to operate nationally or want your business name protected across Canada from day one, choose federal incorporation.
Step 1 — Choose and Reserve Your Business Name
Your corporation needs a legal name. You have two options:
- Named corporation: A unique name like "Maple Tech Solutions Inc." Requires a NUANS name search to confirm availability.
- Numbered corporation: Assigned automatically by the government (e.g., "1234567 Ontario Inc."). No name search required. Many businesses use a numbered corporation and operate under a registered trade name.
A NUANS (Newly Upgraded Automated Name Search) report costs $13.80 CAD and confirms whether your proposed name conflicts with existing businesses or trademarks. SimplyfyBiz handles NUANS searches as part of our incorporation service.
Step 2 — Prepare Your Articles of Incorporation
Articles of Incorporation are the foundational legal document for your Ontario corporation. They must include:
- Corporate name (or numbered designation)
- Registered office address in Ontario
- Number of directors (minimum and maximum)
- Share structure (classes, rights, restrictions)
- Restrictions on business activities (if any)
- Other provisions (if required)
SimplyfyBiz prepares professionally drafted Articles of Incorporation as part of all done-for-you plans, including an appropriate share structure for small private corporations.
Step 3 — File with the Ontario Business Registry
Ontario incorporations are filed through the Ontario Business Registry (OBR) at ontario.ca/page/ontario-business-registry. The government filing fee is $300 CAD (plus government fees are separate from any service fee).
Filing can be done online. Once approved, you receive a Certificate of Incorporation and a Master Business Key for ongoing registry access. Online processing typically takes 1–5 business days.
Step 4 — Register for a CRA Business Number
All new Ontario corporations need a CRA Business Number (BN9) — a 9-digit identifier used for all federal tax accounts. This is free to obtain and can be done online at canada.ca or through SimplyfyBiz as part of our incorporation service.
Your Business Number is the root identifier for all program accounts:
- Corporate income tax account (RC)
- HST/GST account (RT) — if applicable
- Payroll deductions account (RP) — when you hire employees
- Import/export account (RM) — if you trade internationally
Step 5 — Register for HST/GST (If Required)
Ontario uses the Harmonized Sales Tax (HST) at a combined rate of 13% (5% federal GST + 8% Ontario provincial). You are required to register for HST once your revenue reaches $30,000 CAD in a 12-month period.
Many businesses register voluntarily before hitting the threshold to claim Input Tax Credits (ITCs) — meaning you can recover the HST you pay on business expenses. SimplyfyBiz includes HST registration with all incorporation plans.
Ontario Incorporation Costs (2026)
| Item | Cost | Paid To |
|---|---|---|
| Ontario Articles of Incorporation (provincial) | $300 CAD | Ontario Business Registry |
| OR Federal Articles of Incorporation | $200 CAD | Corporations Canada |
| NUANS name search (named corporations) | $13.80 CAD | NUANS/ServiceOntario |
| CRA Business Number registration | Free | CRA |
| HST/GST registration | Free | CRA |
| SimplyfyBiz service fee (Core Done-for-You) | from $499 CAD | SimplyfyBiz |
All government fees listed are approximate and subject to change without notice. Always verify the current fee directly with the Ontario Business Registry or Corporations Canada before filing. These fees are separate from SimplyfyBiz service fees. See our pricing →
How Long Does Incorporation Take in Ontario?
Online filings through the Ontario Business Registry are typically processed within 1–5 business days. Federal incorporations through Corporations Canada online portal are similarly fast, usually 1–5 business days. SimplyfyBiz's service adds no processing delay — we submit on your behalf the same or next business day after receiving complete information.
Once the government approves the filing, we deliver all documents to your SimplyfyBiz dashboard: Certificate of Incorporation, Articles of Incorporation, CRA Business Number confirmation, and HST registration confirmation.
After Incorporating: What's Next?
Once your Ontario corporation is registered, you'll need to:
- Open a business bank account — requires your Certificate of Incorporation and Articles
- Set up a minute book — the official record of corporate resolutions and share issuances
- Issue shares to shareholders — document this in your minute book
- File an annual return — Ontario corporations must file an Annual Return with the Ontario Business Registry each year (no government fee — filing is free through the Ontario Business Registry)
- File a corporate T2 tax return — due 6 months after your fiscal year end
Frequently Asked Questions
Can a non-Canadian resident incorporate in Ontario?
Yes, non-residents can hold shares in an Ontario corporation. However, Ontario requires that at least 25% of directors be Canadian residents. Federal incorporation has similar residency requirements for directors. If you are a non-resident entrepreneur, specific structures may be required — contact us to discuss your situation.
Do I need a physical Ontario address to incorporate provincially?
Yes. Ontario requires a registered office address in Ontario for a provincially incorporated company. This address is publicly listed in the Ontario Business Registry. It can be a home address, office address, or a registered agent address.
What is the Ontario Annual Return and when is it due?
Ontario corporations must file an Annual Return through the Ontario Business Registry within 6 months of their fiscal year end. There is no government fee — filing is free through the Ontario Business Registry. This is separate from the federal T2 corporate income tax return. Failure to file can result in the corporation being dissolved.
Can SimplyfyBiz incorporate my business in Ontario?
Yes. SimplyfyBiz handles Ontario provincial incorporation and federal incorporation for Ontario-based businesses. Our incorporation service includes Articles of Incorporation, CRA Business Number, HST/GST registration, and document delivery — from $499 CAD plus government filing fees.