How To Easily Obtain And Use A Business Number For Your Company

Starting a business involves more than just a great idea and solid execution—it requires proper registration and compliance with government regulations. One of the first steps in formalizing your business is obtaining a business number (BN). This unique identifier, issued by the Canada Revenue Agency (CRA), simplifies interactions with federal, provincial, and municipal governments. Whether you're launching a sole proprietorship, partnership, or corporation, understanding how to get and use your BN efficiently can save time, avoid penalties, and set the foundation for long-term operational success.

What Is a Business Number and Why You Need One

A business number is a nine-digit identifier assigned by the CRA to Canadian businesses. It serves as a master account number that streamlines administrative processes across multiple government programs. Think of it as your company’s social insurance number—essential for tax reporting, payroll, import/export activities, and government grants.

While not every small business is legally required to have a BN immediately, certain activities trigger the need:

• Hiring employees (requires a payroll deductions account)
• Selling taxable goods or services over $30,000 annually (requires a GST/HST account)
• Importing or exporting goods (requires an import/export account)
• Registering for government grants or contracts

Even if you’re not currently engaged in these activities, registering early prevents delays when your business grows. As Sarah Thompson, a small business advisor at BDC, explains:

“Having your BN ready before you hire your first employee or register for GST/HST removes friction from expansion. It’s one of the simplest yet most strategic moves a new entrepreneur can make.” — Sarah Thompson, Small Business Advisor, BDC

Step-by-Step Guide to Obtaining Your Business Number

Getting a BN is a straightforward process, especially if you know what to expect. Follow this timeline-based guide to secure your number within days—not weeks.

1. Determine Eligibility: You must be operating a business in Canada. This includes sole proprietors, partnerships, corporations, non-profits, and charities.
2. Gather Required Information: Have your personal details (SIN, address), business structure, start date, and estimated annual revenue ready.
3. Choose Registration Method: Apply online via the CRA’s Business Registration Online (BRO) service, by phone at 1-800-959-5525, or by mail using Form RC1.
4. Select Program Accounts: During registration, indicate which CRA accounts you need (e.g., GST/HST, payroll, import/export).
5. Submit and Confirm: If applying online, you’ll typically receive your BN instantly. Phone applications take 7–10 business days; mail takes up to 15.
6. Receive Confirmation: The CRA will send a letter listing your BN and any activated program accounts.

Tip: Apply online during business hours (Monday to Friday, 9 AM–5 PM EST) for immediate support if technical issues arise.

Using Your Business Number Across Government Programs

Your BN isn’t just a formality—it’s a functional tool that connects your business to essential services. Each program account linked to your BN uses a 15-character format: 9-digit BN + 2-letter program identifier + 4-digit reference number.

Program	Identifier	Purpose
Payroll Deductions	RP	Withhold and remit income tax, CPP, and EI from employee paychecks
GST/HST	RT	Collect and remit sales tax on taxable supplies
Corporate Income Tax	RC	File annual corporate tax returns
Import/Export	RM	Clear goods through Canada Border Services Agency
Self-Employment Benefits	NE	Access Employment Insurance special benefits

For example, if your BN is 123456789 and you’ve registered for GST/HST, your full account number will be 123456789 RT0001. Use this exact format when filing returns or communicating with the CRA.

Mini Case Study: From Freelancer to Registered Business

Jamie Lee operated as a freelance graphic designer for two years without a BN, billing clients under their personal name. When they landed a contract requiring GST registration, they applied for a BN online. Within 20 minutes, Jamie received confirmation and activated their GST/HST account. They updated their invoices to include their BN and began charging 5% GST—legally compliant and professionally presented. Six months later, after hiring a part-time assistant, Jamie used the same BN to set up a payroll account, avoiding duplication and maintaining clean financial records.

Common Mistakes to Avoid

Even simple processes can go wrong if overlooked. Here are frequent pitfalls and how to sidestep them:

• Delaying registration until forced: Waiting until you hire staff or exceed the GST threshold can delay payroll setup and lead to late-filing penalties.
• Mixing personal and business banking: Without a BN-linked business bank account, tracking taxable income becomes difficult.
• Not updating business information: Relocating, changing ownership, or rebranding requires updating your BN profile via My Business Account.
• Ignoring program renewals: Some accounts (like import/export) may become inactive after prolonged non-use.

“Your BN is only as useful as the accuracy of the information tied to it. Keep your contact details, fiscal year-end, and business activities current.” — CRA Business Enquiries Division

Checklist: Getting Started with Your Business Number

Use this checklist to ensure a smooth BN application and integration process:

• ✅ Determine if your business structure requires a BN
• ✅ Choose your preferred registration method (online recommended)
• ✅ Prepare all necessary documents (ownership details, business address, projected revenue)
• ✅ Select applicable CRA program accounts
• ✅ Submit application and confirm receipt
• ✅ Record your BN and program account numbers securely
• ✅ Link your BN to your business bank account and accounting software
• ✅ Update your website, invoices, and contracts with your BN (optional but professional)
• ✅ Monitor deadlines for first filings (e.g., GST/HST return due dates)

Frequently Asked Questions

Do I need a business number if I’m a sole proprietor?

You’re not automatically required to have a BN unless you incorporate, hire employees, or earn over $30,000 in taxable supplies within four consecutive calendar quarters. However, obtaining one voluntarily enhances credibility and prepares your business for growth.

Can I use my business number instead of my SIN on invoices?

Yes. Once you have a BN, you should use it on all official business documents instead of your Social Insurance Number. This protects your personal information and reinforces your business’s formal status.

What happens if I lose my business number?

Contact the CRA’s Business Enquiries line or log in to My Business Account using your access code. Never attempt to reapply—you risk creating duplicate records. The CRA can verify and resend your BN instantly.

Final Steps and Ongoing Management

Obtaining your BN is just the beginning. To maximize its value, integrate it into your daily operations:

• Add your BN to all invoices, purchase orders, and contracts.
• Link it to cloud accounting platforms like QuickBooks or Xero for automated tax tracking.
• Monitor program-specific deadlines through the CRA’s Filing Calendar.
• Renew or reactivate dormant accounts before resuming related activities.

Tip: Set calendar reminders for key CRA deadlines—quarterly GST/HST filings, annual corporate tax returns, and payroll remittances—to maintain compliance.

Take Action Today

Your business number is more than a government requirement—it's a cornerstone of legitimacy, efficiency, and scalability. Whether you're bootstrapping a side hustle or launching a full-scale enterprise, securing your BN early positions you for smoother financial management and stronger professional credibility. Don’t wait for a tax deadline or hiring need to force your hand. Take 15 minutes today to apply online and unlock seamless access to Canada’s business ecosystem. The foundation you build now supports every future milestone.

🚀 Ready to formalize your business? Visit the CRA’s Business Registration Online portal now and get your BN in under an hour. Share your experience or ask questions in the comments below—let’s grow responsibly together.