How to Register a Coaching Business in Canada: Step-by-Step Guide

So, you’ve decided to stop calling it a “side hustle.”

You're ready to legitimize your business.

Good for you. Seriously.

But now you're staring at a screen full of government websites, acronyms like CRA and BN, and you're wondering if you need a law degree to figure out how to register a coaching business in Canada.

Guess what: you don't.

Registering your coaching business in Canada is way more straightforward than it seems. You just need to know the right steps, the right forms, and which decisions actually matter (versus which ones are just noise).

In this guide, I'm walking you through exactly how to register a business in Canada as a coach or service-based entrepreneur. No jargon. No overwhelm. Just the clear, practical steps you need to take to make your business official.

Why You Should Register Your Coaching Business in Canada

Before we jump into the how, let's talk about the why.

A lot of new coaches start out informally...getting paid via e-transfer, not tracking expenses, and assuming registration can wait. Just remember: even before you register, any income you earn must still be reported to the CRA as self-employment income.

Here's the thing: you don't need to be terrified of registering your business. In fact, registering comes with some real benefits:

• You can legally operate under a business name (instead of just your personal name).

• You gain credibility with clients, especially corporate or government clients who expect invoices with business numbers.

• You can open a business bank account and separate your personal and business finances (this alone will save you hours at tax time).

• You can register for GST/HST and claim Input Tax Credits (ITCs) on business expenses.

• You protect yourself legally and show the CRA you're serious about running a legitimate business.

Bottom line: registering your coaching business isn't just about compliance. It's about building a real business, not just a side hustle.

And the best part is that it's easier (and cheaper) than you think.

How to Choose a Business Structure in Canada

One of the first decisions you'll need to make when you register a coaching business in Canada is: What type of business structure do I need?

For most coaches, there are two main options:

1. Sole proprietorship

2. Incorporation (corporate structure)

Let's break down the difference so you can choose the right one for your situation.

Sole Proprietorship vs Incorporation Canada

Sole Proprietorship

A sole proprietorship is the simplest, most common business structure for new coaches and service-based entrepreneurs in Canada.

How it works:

• You and your business are legally the same entity.

• You report business income on your personal tax return.

• You're personally responsible for any debts or liabilities.

Pros:

• Easy and inexpensive to set up (usually $60–$100 depending on your province).

• Minimal paperwork and admin.

• You can start operating right away if you’re using your legal name (e.g., “Jane Smith Coaching”). If you plan to use a business or trade name, you must register that name with your province first.

Cons:

• No legal separation between you and your business (if someone sues your business, they're suing you personally).

• You pay personal income tax rates on all your business income.

Best for: New coaches, side hustlers, or anyone earning under $50,000–$75,000 annually.

Incorporation

Incorporation means creating a separate legal entity (a corporation) to run your business.

How it works:

• Your business is its own legal "person."

• You become an employee or shareholder of your own company.

• You file separate tax returns for yourself and your corporation.

Pros:

• Legal liability protection (your personal assets are separate from your business).

• Potential tax savings if you're earning $75,000+ annually.

• Looks more professional to some clients.

Cons:

• More expensive to set up (government fees range from $200-$450 depending on province, plus $500-$2,000+ in legal fees if using a lawyer).

• Requires more paperwork, bookkeeping, and filing (corporate tax returns, shareholder meetings, etc.).

• Overkill if you're just starting out.

Best for: Established coaches earning $75,000+ annually, or those with significant liability concerns.

So, which one should you choose?

If you're just starting out, go with sole proprietorship. It's simple, affordable, and you can always incorporate later when your income grows.

Some accountants recommend reviewing incorporation once your income reaches around $75,000–$100,000, but there’s no set rule. The right time depends on your province, expenses, and long-term goals, it’s recommended to discuss with an accountant.

For this post, I'll focus on registering as a sole proprietor, since that's what most new coaches need.

Step 1: Decide on Your Business Structure

Before you register anything, you need to know: Am I registering as a sole proprietor or incorporating?

For most coaches, the answer is sole proprietorship.

Once you've decided, you're ready to move on to the next step: choosing and registering your business name.

Step 2: Register a Business Name in Canada

Note: The fees mentioned in this guide are approximate and based on 2025 rates. Provincial fees can change, so always verify current costs on your provincial government website before registering.

If you want to operate under a business name (like "Profit & Lattes" instead of just "Jane Smith"), you need to register that name with your province.

This is called registering a "trade name" or "doing business as" (DBA) name.

Do you need to register a business name?

It depends:

• If you're operating under your own legal name (e.g., Jane Smith Coaching), you don't need to register a business name in most provinces.

• If you're using a business name (e.g., Profit & Lattes), you must register it.

How to register a business name in Canada

The process varies slightly by province, but here's the general flow:

1. Search for name availability using your province's business registry (to make sure no one else is using your name).

2. Register your business name online or in person through your provincial government.

3. Pay the registration fee (usually $60–$100).

4. Receive your registration certificate (keep this safe for your records).

Provincial bodies for business name registration:

• Ontario: Ontario Business Registry

• British Columbia: BC Business Registry

• Alberta: Alberta Corporate Registry

• Quebec: Registraire des entreprises

• Nova Scotia, New Brunswick, etc.: Check your provincial government website for business registration.

Typical Provincial Business Name Registration Fees (2025):

Approximate provincial ranges ($40–$100 for sole proprietorship registration; $200–$450 for incorporation plus possible legal fees) are accurate.

Fees vary slightly by province and can change annually. Always check your provincial registry.

Note: These fees are for business name registration only (sole proprietorships/partnerships). Corporate incorporation fees are significantly higher and vary by province.

Most provinces allow you to register online in about 15–30 minutes. You'll need:

• Your proposed business name

• Your personal information (name, address, SIN)

• A credit card to pay the fee

Business name registration renewal periods vary by province, for example, Ontario renews every 5 years, Alberta has no expiry, and BC renewals depend on your business type. Check your province’s registry for renewal timelines.

Step 3: Get Your CRA Business Number

Once your business is set up, you may need a CRA Business Number — but not everyone does right away. You’ll only need one if you plan to register for GST/HST, hire employees, or open certain business bank accounts.

The CRA business number (BN) is a unique 9-digit identifier that the Canada Revenue Agency assigns to your business. You'll use this number for:

• Managing business taxes (T2125 for sole proprietors or corporate returns if incorporated)

• Registering for GST/HST (if required)

• Opening a business bank account (some banks require it)

• Using it on invoices if you’re GST/HST registered

How to get your CRA business number

You can register for a business number online through the CRA Business Registration Online (BRO) portal.

Here's what you'll need:

• Your Social Insurance Number (SIN)

• Your business name and address

• Your business start date

• Information about your business activities

Step-by-step:

1. Go to the CRA Business Registration Online portal.

2. Click "Register a business online."

3. Sign in using your CRA My Business Account (or create one if you don't have it).

4. Fill out the online form with your business details.

5. Submit and receive your business number immediately online or by mail within a few business days, depending on processing volume.

Cost: Free.

Time: About 15–30 minutes.

Once you have your business number, keep it somewhere safe. You'll use it on every invoice, tax form, and government interaction related to your business.

Step 4: Register for GST/HST (If Required)

Once your total taxable revenue exceeds $30,000 over four consecutive calendar quarters, you must register for GST/HST and begin charging it on Canadian client invoices. (The CRA calls this the “small supplier threshold.”)

However, you can also register voluntarily even if you're under the $30,000 threshold. This allows you to claim Input Tax Credits (ITCs) on business expenses like software, coaching programmes, and tech tools.

Should you register for GST/HST right away?

It depends:

• If you're investing heavily in your business (software, branding, courses), registering early means you can claim ITCs and recover the GST/HST you've already paid.

• If you're just starting out with minimal expenses, you can wait until you hit the $30,000 threshold.

How to register for GST/HST

You can register at the same time you get your CRA business number, or you can add it later through your CRA My Business Account.

What you'll need:

• Your CRA business number

• Your business start date

• Details about your business activities and expected revenue

Once registered, you'll receive a GST/HST account number (it's your business number with "RT" added at the end). This goes on every invoice you send to Canadian clients.

For a deeper dive into HST registration, check out my blog post: Do I Need to Charge HST as a Coach in Canada?

Step 5: Open a Business Bank Account

Once your business is registered and you have your CRA business number, it's time to open a business bank account.

This is one of the smartest things you can do as a new business owner. Here's why:

• Separates personal and business finances (makes bookkeeping and taxes way easier).

• Looks more professional when clients pay you.

• Protects you if you're ever audited (the CRA wants to see clear records).

What you'll need to open a business bank account:

• Your business registration certificate (if you registered a business name)

• Your CRA business number

• Personal ID (driver's licence or passport)

• Proof of address

Most banks offer business chequing accounts with low monthly fees (or free for the first year). Shop around and compare:

• Monthly fees

• Transaction limits

• Integration with accounting software (like Wave or QuickBooks)

Pro tip: Some banks (like Tangerine or EQ Bank) offer no-fee business accounts for sole proprietors. If you're just starting out and want to keep costs low, these are great options.

Step 6: Set Up Basic Bookkeeping

Congratulations! Your coaching business is officially registered in Canada.

Now comes the part most coaches dread: keeping track of your money.

But here's the thing: bookkeeping doesn't have to be complicated or expensive. You just need a simple system to track:

• Income (what clients pay you)

• Expenses (what you spend on your business)

• HST collected and paid (if you're registered)

Easy bookkeeping options for new coaches:

• Google Sheets or Excel (free, simple, totally fine when you're starting out)

• Wave Accounting (free software with invoicing and expense tracking)

• QuickBooks Self-Employed (paid, but very user-friendly)

Even a simple spreadsheet is fine when you’re starting out...what matters most is tracking consistently. And remember, all self-employment income (even pre-registration) must be reported on your T2125 form when you file taxes.The goal is to track everything from day one so you're not scrambling at tax time.

Next Step:

Feeling overwhelmed by business registration, bookkeeping, pricing, and all the other financial pieces of running a coaching business?

👉 Inside my Coaching to Cash Flow Program, I walk you through exactly when and how to register for HST, how to set up your invoicing system, and how to stay compliant without the stress. Plus, you'll learn how to price confidently, pay yourself properly, and build simple systems that actually work for your business and your life. Join now and get the clarity and support you need to run a profitable, legitimate coaching business in Canada.

The information provided in this article is for educational and informational purposes only and should not be construed as financial, tax, or legal advice. While I am a CPA, I am not YOUR CPA, accountant, or lawyer. Tax laws, GST/HST regulations, business registration requirements, and legal structures vary by province and individual circumstances. For matters related to business structure, liability protection, contracts, or legal compliance, please consult with a qualified lawyer. For tax and financial matters, consult with a qualified accountant or tax professional. Always seek professional advice tailored to your specific situation before making any financial or legal decisions for your coaching business.

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