Written by Maryam Ajorloo, CPA · Reviewed by Behdad Karimi Dermeni, CPA
To incorporate in Ontario, decide between federal and provincial incorporation, choose a named or numbered company, prepare your articles of incorporation, then file them through the Ontario Business Registry and pay the fee ($300 provincially, $200 federally online). You receive a Certificate of Incorporation, usually within one to two business days.
If you've decided to incorporate your business in Ontario, you're probably after the usual benefits: limited liability, tax advantages, and a few other things you may not get with a sole proprietorship. Or maybe you've hit an income level where it's finally advantageous to incorporate.
Whatever brought you here, this guide walks through how to incorporate in Ontario from start to finish: the decisions to make first, the 2026 costs, the exact filing steps, and what to do once your corporation exists. No legalese, no 40-page government PDF.
One of those "once your corporation exists" tasks is keeping clean books, since corporations are legally required to keep detailed records. That's the part an AI Bookkeeper quietly takes off your plate, so your records stay organized from day one. We'll come back to the bookkeeping side later in the guide.
The rule of thumb: incorporating is a legal and tax decision, not a personality trait, no matter what the person at the networking event implied. Once you've decided it's right for you, the actual filing is mostly paperwork and a government fee, and you can finish it online in an afternoon.
Understanding the Basics of Ontario Incorporation
Before you file anything, it helps to know what you're actually creating. When you incorporate a company, you create a legal identity that is separate from you personally. The corporation can own assets, sign contracts, and owe taxes in its own name.
That's the key difference from being self-employed or running a sole proprietorship, where the business is treated as an extension of you. With a corporation, that separation is what gives you limited liability, so your personal assets are generally shielded from the company's debts and legal issues.
In practice, incorporating in Ontario can help you avoid personal liability for business debts, open up tax planning options, make your business look more established to clients and lenders, and make it easier to raise money down the road.
Federal or Provincial: Which Type of Incorporation Is Right for You?
Your first real decision is whether to incorporate federally or provincially. Both give you a corporation. They differ in where your name is protected and where you can operate without extra paperwork.
Federal incorporation: Your corporate name is protected across all of Canada, and the name gets a stronger review before approval. You can operate in any province or territory, which suits businesses that plan to expand nationally or want the strongest brand protection. Corporations Canada handles federal filings, and you may still need to register your corporation in Ontario as an extra step.
Provincial (Ontario) incorporation: You register directly with Ontario and can operate throughout the province. It's the simpler, cheaper route for a business that will run mostly in Ontario. If you later expand into other provinces, you register there as an extra-provincial corporation when the time comes.
Here's the honest version: most Ontario small businesses that operate locally start provincially because it's cheaper and simpler. If national name protection or operating across the country from day one matters to you, federal is worth the extra cost.
How Much Does It Cost to Incorporate in Ontario in 2026?
Cost is usually the next question, and the good news is that the government fees are refreshingly simple. Here's what you're actually paying in 2026:
Ontario provincial filing fee: $300 to file your articles of incorporation online through the Ontario Business Registry. This is the standard route for an Ontario corporation.
Federal filing fee: $200 online (or $250 by mail) through Corporations Canada. Add a separate Ontario registration if you incorporate federally but operate here.
Name search report: a named corporation needs a name search report (an Ontario-biased NUANS report) to confirm your name is available. A numbered company skips this entirely.
Done-for-you option: an online service like Ownr files everything for you. Through ReInvestWealth's partnership with Ownr, you can incorporate federally starting at $399 (a 20% discount off the regular price), with the government fee and documents included.
Always confirm the current government fee on the official Ontario fee page before you file, since it can change.
Before You Incorporate: Two Quick Decisions
Named vs Numbered Corporation
You can incorporate as a named corporation (for example, "Bright Ideas Consulting Inc.") or a numbered corporation (for example, "1234567 Ontario Inc."). A named corporation is better for branding, marketing, and being memorable, but it requires a name search. A numbered corporation is faster and cheaper to set up, and you can always register a business name to trade under later. Many holding companies and one-person corporations happily run as numbered companies.
Choosing a Business Name
If you go the named route, your name is governed by Ontario's naming rules, and you can check availability using the Ontario Business Registry. A compliant Ontario corporate name generally needs to include all three of the following required elements:
A distinctive element: a unique word or coined term that sets your business apart (for example, "Bright Ideas").
A descriptive element: words that describe what the business does (for example, "Consulting" or "Landscaping").
A legal ending: a required corporate identifier such as "Inc.", "Incorporated", "Corp.", "Corporation", "Ltd.", or "Limited".
Aim for a name that is available, easy to spell, and doesn't step on an existing trademark. A quick search now saves a painful rebrand later.
Step-by-Step Guide: How to Incorporate in Ontario
Now for the part you came for. Here's exactly how to get incorporated in Ontario, step by step.
Step 1: Set Up Your Ontario Business Registry Profile
To file directly with the province, you first need a ONe-key ID (the Ontario government login) and a Company Key to access the Ontario Business Registry. If you incorporate through an online service like Ownr, this account setup is handled for you.
Step 2: Prepare Your Articles of Incorporation
The main document you need is called your articles of incorporation. It lays out the essentials of your company: its name, the registered office address, the share structure, the number of directors, and any restrictions on the business.
Take your time here and proofread everything. Mistakes or vague wording can delay your incorporation, and cleaning them up afterward is more work than getting them right the first time.
Step 3: File Your Articles and Pay the Fee
Submit your articles of incorporation to the Ontario Business Registry, either online or by mail, and pay the $300 provincial filing fee (or $200 federally online through Corporations Canada). Online filing is faster, cheaper, and what almost everyone uses.
Step 4: Receive Your Certificate of Incorporation
Once your articles are reviewed and approved, you'll receive a Certificate of Incorporation along with your Ontario Corporation Number. Online filings are typically processed within one to two business days. Store this certificate somewhere safe, since you'll need it to open a bank account and register for tax accounts.
Step 5: Register for a Business Number and CRA Accounts
After incorporating, register with the Canada Revenue Agency (CRA) for a business number (BN). Your BN is the account that connects your corporation to its tax programs, including corporate income tax (filed on a T2 return), payroll if you hire staff, and HST.
In Ontario, sales tax is the Harmonized Sales Tax (HST) at 13%. Once your business income passes $30,000 in taxable sales over four consecutive quarters, you're required to register for GST/HST. You can register earlier if you expect to cross that line soon, which also lets you claim back the HST you pay on business expenses. When it's time to file, our guide on how to file and pay GST/HST for free walks through it.
This is exactly the kind of month-to-month tracking ReInvestWealth's AI Bookkeeper handles automatically, so your HST and year-end numbers are ready when you need them. See how it works.
After You Incorporate: Staying Compliant in Ontario
Getting your certificate is the milestone, but a corporation comes with a few ongoing responsibilities. Here's what to set up right away so future-you isn't scrambling.
Set Up a Corporate Bank Account
A separate business bank account isn't strictly required, but it's strongly recommended. Keeping personal and business money apart makes your books cleaner, your expenses clearer, and your life much easier at tax time. Usually all you need is your business number, your articles of incorporation, and personal ID to open one at your business bank of choice.
Keep a Minute Book and Corporate Records
Every Ontario corporation is legally required to maintain a minute book: the record of your directors and shareholders, share issuances, by-laws, and annual resolutions. It sounds formal, but it matters when you sell the business, raise money, or face a review. Set it up early and keep it current.
Organize Your Bookkeeping from Day One
Corporations have to keep detailed financial records, so start clean rather than reconstructing a year of transactions in a panic next spring. Connecting a cloud-based accounting tool and a digital receipt inbox like the Smart Shoebox (your receipt inbox) means your records stay organized automatically instead of piling up in a literal or digital shoebox.
File Your Annual Return
Ontario corporations must file an annual return through the Ontario Business Registry each year to keep the corporation in good standing. This is separate from your corporate income tax return. Your T2 corporate tax return is due six months after your fiscal year-end.
The Simplest Way to Incorporate in Ontario
Incorporating in Ontario is very doable on your own, but it's also easy to hand off. If you'd rather not touch a government portal, ReInvestWealth's partnership with Ownr lets you incorporate federally starting at $399 (a 20% discount), documents and government fee included. You get your business set up and your accounting handled, both at a discount.
However you incorporate, your books still need to be clean from day one. Connect your bank account and let the AI categorize your transactions, so you get CPA-level clean books without the CPA-level bill. Start your 30-day free trial.
Frequently Asked Questions
How much does it cost to incorporate in Ontario?
The Ontario government fee is $300 to file your articles of incorporation online through the Ontario Business Registry. Federal incorporation is $200 online (or $250 by mail). A named corporation also needs a name search report, while a numbered corporation does not. Online incorporation services bundle the filing, documents, and government fee into a single package price.
How long does it take to incorporate in Ontario?
Online, incorporation is fast. Filing directly through the Ontario Business Registry or through a service like Ownr can be done in minutes, and the certificate is typically issued within one to two business days. Filing by mail is much slower, so online is the way to go for almost everyone.
Can I incorporate my business online in Ontario?
Yes. You can incorporate online directly through the Ontario Business Registry using a ONe-key ID and Company Key, or through an online incorporation service like Ownr that handles the filing and paperwork for you.
Should I choose a named or numbered corporation?
Choose a named corporation if branding matters and you want a recognizable business name. Choose a numbered corporation if you want the fastest, cheapest setup, such as for a holding company or a solo corporation. You can always register a business name to trade under later, so a numbered company doesn't lock you out of branding.
Do I need to trademark my business name in Ontario?
No, a trademark is optional. Incorporating with a name gives you some protection within Ontario, but a registered trademark offers broader protection and stops other businesses from using your brand to sell similar services. Whether it's worth it depends on your industry and how central the brand is to your business.
Written by Maryam Ajorloo, CPA
> Maryam Ajorloo is the co-founder of ReInvestWealth and a CPA who specializes in small business tax, sales tax, and everyday bookkeeping. She helps entrepreneurs keep clean, audit-ready books and make sense of write-offs, filing deadlines, and the numbers behind their business. Read more · Connect on LinkedIn
Reviewed by Behdad Karimi Dermeni, CPA
> Co-founder of ReInvestWealth and a founding community builder at Stripe. Behdad built ReInvestWealth to give smart, busy entrepreneurs CPA-level accounting without the CPA-level price tag. Read more · Connect on LinkedIn
*Disclaimer: The content of this blog post is for informational purposes only and does not constitute accounting, tax, business, or legal advice. While ReInvestWealth offers professional accounting and tax advice through paid consultations with a CPA, the information provided here is general in nature and may not be applicable to your specific circumstances.*
Related reading: how to register for GST/HST in Canada
