Checking a Business Number (BN) in Canada is a key step for verifying a supplier's tax registration or confirming your own business's federal identity. The Canada Revenue Agency (CRA) issues the 9-digit BN as a common identifier for tax programs like GST/HST and payroll. You can verify a BN's associated accounts using free, official government tools, which is crucial for protecting input tax credits and preventing fraud. This guide explains the practical steps to check a BN, the difference between a BN and an incorporation number, and the common errors to avoid.
What a Canadian Business Number Is
The Business Number (BN) is a unique 9-digit identifier issued by the Canada Revenue Agency to a business or organization. It serves as a common client identifier across multiple federal government programs, consolidating what were previously separate account numbers for corporate income tax, GST/HST, and payroll. The CRA introduced this system in 1994 to streamline business interactions with the federal government. The 9-digit root is known as the BN9, and a single legal entity receives only one BN9 for its entire operational life. This number does not expire and there are no fees or renewal processes associated with maintaining it. The BN is the foundational requirement for registering in federal tax programs and is automatically provided to new corporations in some provinces like British Columbia as part of the incorporation process.
This consists of the 9-digit BN root, a 2-letter program identifier, and a 4-digit reference number. For example, a GST/HST account may appear as 123456789RT0001. The 2-letter code indicates the specific government program, with common identifiers including RT for GST/HST, RP for payroll deductions, and RC for corporate income tax. The Canada Border Services Agency also uses this structure for import/export accounts. The BN links all program accounts back to one legal entity, simplifying federal compliance.
Reasons to Verify a Business Number
Verifying a Business Number is a standard practice for managing commercial risk and ensuring tax compliance. The primary reason is to protect your business's input tax credits (ITCs). If you pay a supplier who charges GST/HST but is not genuinely registered, the CRA can deny your claim for those ITCs during an audit. This verification also helps prevent fraud, as bad actors may use a fake or borrowed GST number to collect tax they never intend to remit to the government. For businesses in sectors regulated by the Proceeds of Crime (Money Laundering) and Terrorist Financing Act, confirming business identity is a legal obligation for Know Your Business (KYB) procedures. Financial institutions and money services businesses must perform these checks as part of their duties overseen by FINTRAC.
There are also proactive reasons to verify your own BN. A valid BN acts as a trust signal to clients, banks, and potential lenders. Many government contracting programs and financial institutions will check your BN before entering into an agreement or providing services. Furthermore, if the legal ownership or structure of your business changes, you may need to register for a new BN, making verification of your current status important. For routine vendor onboarding and accounts payable workflows, checking a supplier's BN is a prudent step to ensure you are dealing with a legitimate, tax-compliant entity. This process is free and only takes a few minutes using official tools.
Official Tools to Check a Business Number
There are two primary free, official tools used to verify different aspects of a Business Number. It is important to understand that no public tool validates a bare 9-digit BN by itself. Instead, these tools confirm what the BN is attached to, either a specific tax account or a corporate registration. The first tool is the CRA GST/HST Registry. This is a confirmation tool where you enter the first nine digits of the account number, the exact business name, and a transaction date. The registry will then confirm whether that specific GST/HST account was registered and valid on that given date. This tool is designed for verification, not discovery, meaning you must already have the number and business name to use it.
The second tool is the Multi-jurisdictional Registry Access Service (MRAS) Canadian Business Registry, run by Innovation, Science and Economic Development Canada. This registry allows you to search by business name across federal and provincial corporate registries. It can confirm a company's incorporation status and provide details like the corporation number. Neither of these tools shows historical status changes or reasons for deregistration. For that detailed account history, you must contact the CRA Business Enquiries line directly at 1-800-959-5525. Using both tools provides a more complete picture, with the GST/HST Registry confirming tax registration and the Canadian Business Registry confirming legal corporate standing.
Step-by-Step Guide to Finding Your Own BN
If you need to locate your own Business Number, there are several reliable methods. The most direct way is to log into the CRA's My Business Account portal. Once authenticated with your CRA user ID, your BN will be displayed on your account dashboard. You can also find it on official correspondence from the CRA, such as notices of assessment or letters about your program accounts. If you registered your business in a province like British Columbia, your BN may have been provided automatically during incorporation, and you can find it on your provincial incorporation documents. For those who cannot locate it, calling the CRA's business enquiries line at 1-800-959-5525 is an option, though you will need to pass security verification.
Another method is to search through online business registries. The Canadian Business Registries lookup tool allows you to search by your business name or corporation number. If you incorporated provincially, you may need to search the specific registry for your province, such as the Ontario Business Registry or the BC Corporate Registry. These sites often provide the BN as part of the entity's public profile. If a third party like a lawyer or accountant handled your incorporation, they should have a record of your BN. It is recommended to store this number securely alongside other key business identifiers. Remember, your BN is different from your incorporation number, which is assigned by the corporate registry and confirms legal status, not tax registration.
- Log into CRA My Business Account to see your BN on the dashboard.
- Check official CRA correspondence like notices of assessment.
- Review your provincial incorporation documents if BN was issued automatically.
- Use the Canadian Business Registries online lookup tool.
- Search your specific provincial business registry website.
- Contact your lawyer, accountant, or the incorporation service provider.
- Call the CRA Business Enquiries line at 1-800-959-5525.
Business Number vs. Incorporation Number
Canadian business owners often confuse the Business Number with the incorporation number, but they serve distinct purposes. The Business Number (BN) is a 9-digit identifier issued by the Canada Revenue Agency for federal tax and program administration. It is required for activities like remitting GST/HST, filing corporate taxes, and running payroll. In contrast, an incorporation number, also called a corporation number, is a unique identifier assigned when a company is legally registered with a federal or provincial government. This number confirms the company's official incorporated status and is used for corporate filings and legal compliance. A business can have an incorporation number without a BN if it is not yet engaged in activities that require federal tax accounts, but it cannot have a BN without being some form of legal entity.
The structure of these numbers also differs. An incorporation number is typically a simpler numeric string assigned by the corporate registry. You need your incorporation number to prove legal entity status to banks and partners, while you need your BN to interact with the CRA. The incorporation number is fixed for the life of the corporation, whereas a single BN can have multiple program accounts added or closed under it. If you are unsure which number to use, determine if the request is related to tax registration, which uses the BN, or legal incorporation status, which uses the incorporation number.
Common Errors and How to Avoid Them
Several common formatting errors can cause searches for a Business Number to fail. The CRA processes filings against the complete BN15 string, so omitting the 2-letter program code and 4-digit reference number will result in an error. Another error is adding spaces or dashes into the number, as the official tools require the digits to be entered as a continuous string. Mistyping a single digit in the 9-digit root will also prevent a successful match. It is crucial to copy the number exactly from an official source, such as a CRA document or a verified business invoice.
Using the wrong verification tool for your purpose is another pitfall. The CRA GST/HST Registry will not confirm corporate registration status, and the Canadian Business Registry will not confirm GST/HST account validity. Ensure you are using the correct tool for the specific information you need to verify. Furthermore, these tools provide a snapshot of registration status on a specific date. They do not show historical changes. If you need to know when an account was closed or changed, you must contact the CRA directly. Finally, remember that a confirmation from these tools is for the specific business name and number provided. Slight variations in the legal name on file can also cause a mismatch, so use the exact name as registered.
Provincial Considerations and Automatic Registration
The process for obtaining and checking a Business Number can involve provincial authorities. In some provinces, a BN is automatically issued during the corporate incorporation process. For example, when you incorporate a new business in British Columbia, a BN is provided as part of the registration. This automatic registration typically applies to corporations, businesses, and societies, but it does not extend to all entity types. Trusts, municipalities, cemetery corporations, joint ventures, and entities registered under specific acts like The Libel & Slander Act are generally not included in automatic BN registration. These entities must apply separately to the CRA if they need a BN for federal program accounts.
Provincial business registries are valuable resources for finding business information, including corporation numbers that may be linked to a BN. The table below outlines the primary registry sources for several provinces. These registries are often integrated into the broader Canadian Business Registries lookup tool, but you can also access them directly. For assistance with provincial filings or to find a BN linked to a provincial incorporation, you can contact the relevant provincial helpdesk, such as the BC Registries helpdesk at 1-877-526-1526. It is important to note that provincial registries do not provide business or legal advice. Their role is to provide access to the information on file.
| Province/Territory | Primary Registry Resource |
|---|---|
| Federal | Corporations Canada |
| British Columbia | BC Corporate Registry |
| Alberta | Corporate Registry (Service Alberta) |
| Saskatchewan | Corporate Registry (ISC) |
| Manitoba | Companies Office |
| Ontario | Ontario Business Registry |
| Quebec | Registraire des entreprises |
| Nova Scotia | Registry of Joint Stock Companies |
Frequently asked questions
Is there a free tool to check if a Business Number is valid?
There is no single tool that validates a bare 9-digit Business Number on its own. However, two free official tools let you verify what the BN is attached to. The CRA GST/HST Registry confirms if a specific GST/HST account number is registered. The Canadian Business Registry (MRAS) confirms a company's corporate registration status. You need the business name and either the GST number or corporation details to use these confirmation tools.
Where can I find my own Business Number?
You can find your Business Number by logging into your CRA My Business Account, where it appears on the dashboard. It is also printed on official CRA correspondence like notices of assessment. If you incorporated in a province that automatically issues a BN, such as British Columbia, check your incorporation documents. You can also search the Canadian Business Registries online tool or contact the CRA Business Enquiries line at 1-800-959-5525 for assistance.
What is the difference between a Business Number and an incorporation number?
A Business Number (BN) is a 9-digit tax identifier issued by the Canada Revenue Agency for federal programs like GST/HST and payroll. An incorporation number is a separate identifier assigned by a federal or provincial corporate registry when a company is legally formed. The BN is for tax administration, while the incorporation number confirms legal status. A business needs both numbers to operate fully, but they are used in different contexts by different government agencies.
Why is it important to verify a supplier's Business Number?
Verifying a supplier's Business Number, specifically their GST/HST account, protects your business's input tax credits. If you pay GST/HST to a supplier who is not actually registered, the CRA can deny your claim for those credits on audit. Verification also helps prevent fraud by ensuring the supplier is legitimate and authorized to collect tax. It is a standard Know Your Business step in vendor onboarding and is a legal requirement for certain regulated entities like financial institutions.
Do I need a Business Number if I am just starting a small business?
You need a Business Number if you engage in activities that require federal program accounts. This includes registering for GST/HST, which becomes mandatory once your worldwide taxable revenue exceeds $30,000 over four consecutive calendar quarters. You also need a BN if you hire employees for payroll deductions, incorporate a business in some provinces where it is automatic, or import/export goods. If none of these apply yet, you may not need a BN immediately, but most businesses obtain one as they grow.
What should I do if I cannot find my Business Number?
If you cannot find your Business Number, first try logging into CRA My Business Account or checking your filed tax documents. You can also search the Canadian Business Registries online lookup using your business name. If you incorporated provincially, check your province's business registry website. As a last resort, contact the CRA Business Enquiries line at 1-800-959-5525. Be prepared to verify your identity. If a third party handled your incorporation, they may also have a record of your BN.
Sources and further reading
- Canadian BN Verification: Verify Canada Tax Registration ... commenda.io
- Business numbers, Province of British Columbia www2.gov.bc.ca
- How to Find My Canadian Business Incorporation Number venn.ca
This article explains how things work and is not financial, tax or legal advice. Rules, limits and rates change, so check the current figures with the Canada Revenue Agency, your province or your financial institution before you act.