DBA in Canada (Operating and Trade Names)
Registering a DBA (Doing Business As), operating name, or trade name in Canada is a crucial step for businesses that operate under a name different from their legal entity. This comprehensive guide will walk you through everything you need to know about trade name registration across all provinces and territories, including costs, requirements, and best practices for maintaining compliance.
TLDR
Register your trade name before you use it. Cost: about $50 to $150. Time: minutes online in most provinces. Banks need proof. Taxes and BN stay with your legal name. DBA, operating name, and trade name are labels and do not replace the legal name.
CTA: Register your trade name with Ribbon.
What this covers
This guide explains what a DBA is in Canada, who must register, how long it takes, what it costs, and how renewals work. You will learn what the registration gives you, and what it does not. We cover banking, invoices, a Quebec language note, and links to each province and territory.
Who must register
You must register if you use a public name that is not your exact legal name. Sole proprietors who trade under a name like "Jane's Plumbing" must register. Partnerships that use a firm name must register. Corporations that use any name other than the full corporate name must register. Numbered companies that operate under a word name must also register.
Time and cost
Most people can file online in one session. Many provinces issue proof right away. Some take a few days. Expect to pay about $50 to $150 in total. Costs vary by province, and some include a name search fee. Renewal rules also vary. Some places have no expiry. Others renew every 1, 3, 4, or 5 years.
What you get
Registration links the public name to the legal owner on a government registry. You receive a certificate or licence. Banks and payment partners use it as proof to open accounts in the trade name. Vendors and marketplaces may ask for it too.
What it does not do
A trade name does not create a new company. It does not give you a liability shield. It does not give you name rights across Canada. If you need brand protection, file a Canadian trademark. If you need limited liability, consider a corporation.
Banking and invoices
Banks usually require the registration certificate and your ID. Bring your CRA Business Number if you have one. Use the trade name on your invoices, website, and contracts, but also show the legal name so people know who they are dealing with.
Quebec note
Quebec requires registration with the Registraire des entreprises. Quebec also has French naming and signage rules. If you use an English trade name in public, plan for a French version or a clear French descriptor on signs and headings. Keep your annual update current.
Do I need this? Checklist
- I use a public name that is not my exact legal name. This includes adding words like "Consulting" or "Studios."
- I have a numbered company and want a readable name for customers.
- A bank, marketplace, or vendor asked for proof of my business name.
- I sell to the public, online or in person, under a brand name.
- I work in more than one province or territory and need local proof.
What a DBA means in Canada
DBA means trade name or operating name. It is the name you show to the public. You file that name with the province or territory where you do business. The registry then links that name to you or to your company. A DBA is not a new entity. It does not grant name rights. Your CRA Business Number and tax accounts do not change.
Province and Territory Registration Guide
- Overview
- Costs by Province
- Processing Times
- Renewal Requirements
Typical Cost Range: $25 to $150
Processing Time: Minutes to a few days
Renewal Periods: Varies by jurisdiction (1-5 years or none)
Highest Cost: Prince Edward Island (~$130)
Most Common: $60-70 range
Annual Fees: Quebec and Nova Scotia require annual updates
Same Day: Most provinces with online filing
Few Days: Mail-in applications
Longest: Complex name searches or manual review
Annual: Quebec, Nova Scotia
3 Years: Saskatchewan, Manitoba, Prince Edward Island, Yukon
4 Years: Northwest Territories
5 Years: Ontario, New Brunswick
Province and Territory table
CSV-ready. Use "Check fee" or "Varies" where needed.
| Province/Territory | Term used | Typical fee | Renewal | Portal URL |
|---|---|---|---|---|
| Federal | N/A for trade names | N/A | N/A | https://ised-isde.canada.ca |
| Ontario | Business name, trade name | $60 | 5 years | https://www.ontario.ca/page/ontario-business-registry |
| Quebec | Business name, trade name | Varies, annual update | Annual update | https://www.quebec.ca/entreprises-et-travailleurs-autonomes/immatriculer-entreprise |
| British Columbia | Business name, DBA | ~$70 total | None | https://www.bcregistry.gov.bc.ca |
| Alberta | Trade name | $60 gov fee + agent fee | None | https://www.alberta.ca/registries |
| Saskatchewan | Business name | ~$65 | 3 years | https://www.isc.ca |
| Manitoba | Business name | ~$105 total | 3 years | https://www.companiesoffice.mb.ca |
| New Brunswick | Business name | ~$112 | 5 years | https://www2.snb.ca |
| Nova Scotia | Business name | ~$129 first year, ~$68.55 yearly | Annual | https://beta.novascotia.ca/registries/joint-stock-companies |
| Prince Edward Island | Business name | ~$130 | 3 years | https://www.princeedwardisland.ca |
| Newfoundland and Labrador | Business name | Check fee | None | https://cado.ca.gov.nl.ca |
| Yukon | Business name | $25 | 3 years | https://ycor.gov.yk.ca |
| Northwest Territories | Business name | $50 | 4 years | https://www.justice.gov.nt.ca/en/divisions/legal-registries |
| Nunavut | Business name | ~$50 | None | https://gov.nu.ca/justice/information/legal-registries |
CTA: Not sure which portal or fee applies. Start with Ribbon.
Province callouts
Ontario
Use the Ontario Business Registry. Do an optional name search to avoid confusion. File "Register a Business Name." Pay $60. You usually receive a Master Business Licence by email within minutes. Bring that to the bank to open or update accounts. Renewal is every 5 years. Mark the date now. If you are a corporation, include the full legal name with the trade name on invoices and contracts.
British Columbia
Start with a Name Request so the registry can review your choice. After approval, file the business name registration in the BC Business Registry. Pay the name approval fee and the registration fee. Confirmation is prompt; official documents may follow by email. There is no renewal. Update the filing if your address, owners, or activities change. One person or company can hold more than one operating name.
Alberta
File through an authorized Registry Agent, online or in person. Provide owner details and your trade name. Pay the $60 government fee, plus the agent fee. Most agents issue proof the same day. There is no renewal. File an update if any details change. Do not use "Inc." or "Ltd." in your trade name unless you are incorporated.
Quebec
Register with the Registraire des entreprises to get your Quebec enterprise number. File your initial registration, then file your annual updating declaration each year. Plan a French version or descriptor for signage and headings if you use an English name in public. Keep the registration current. You may invoice using the English trade name. The legal entity behind the name does not change.
How to write your name on invoices
- Corporation: 12345678 Ontario Inc., operating as Maple Roofing
- Individual: Alex Chen, operating as Bright Byte Design
After you register: checklist
Add the trade name to your website, invoices, and contracts. Update your bank account and merchant tools using the registration proof. Update your CRA account profile with the operating name. BN does not change. Update payment processors and marketplaces so payout names match. Calendar the renewal date if your province requires it. If you operate in Quebec, confirm your French signage and website headings. If brand protection matters, consider a Canadian trademark.
7 common mistakes and one-line fixes
- Not registering before use. File the trade name now to avoid fines and banking issues.
- Missing renewal. Set a reminder at least 60 days before expiry and renew early.
- Assuming name protection. Registration is not a trademark. File a Canadian trademark if you need rights.
- Hiding the legal name. Add the legal name beside the trade name on contracts and invoices.
- Using "Inc." when not incorporated. Remove corporate endings unless you are a corporation.
- Going to the bank without proof. Bring the registration certificate and ID.
- Ignoring Quebec rules. Add a French name or descriptor that is clearly predominant in public signage.
FAQs
1) What is a DBA in Canada?
A DBA is a trade name or operating name. It is the public name you use to sell or market. It links back to the legal owner on a registry. It is not a new company.
2) Do I need to register a trade name?
Yes if you use any name that is not your exact legal name. That includes a sole proprietor who adds words to a personal name. It also includes a corporation that drops part of its legal name in public.
3) How much does it cost to register?
Plan for $50 to $150. Ontario is $60 for five years. BC is about $70 in total after name approval. Alberta is $60 plus a small agent fee. Other provinces are similar.
4) How long does registration take?
Online filing often takes minutes. Some portals issue proof right away. Others email a certificate within a few days. Mail-in filings take longer.
5) How long does a trade name last?
It depends on the province. Some never expire. Others renew every 1, 3, 4, or 5 years. Ontario renews every 5 years. Nova Scotia is annual. Check your date and set a reminder.
6) Does a trade name create a new legal entity or limit liability?
No. It is only a label. Liability stays with the person or company behind the name. If you want limited liability, consider incorporation.
7) Can I open a bank account under my trade name?
Yes. Banks ask for your registration certificate and ID. Many also want your CRA Business Number or corporate documents. The account name can match your trade name for deposits.
8) Do I get a new BN or GST or HST number for a DBA?
No. Your BN and tax accounts stay with your legal owner. You can add the operating name to your CRA profile so it appears on files and remittances.
9) Does registration protect my name from others?
No. Registration is about public record, not rights. If you want exclusive rights, file a Canadian trademark. Also check for trademark conflicts before you invest in branding.
10) I have a numbered company. Can I use a word name instead?
Yes. Register a trade name for the numbered company. Use both names on contracts and invoices so parties know the legal entity. Keep the registration active and current.
11) How do I avoid name conflicts?
Search your province's registry before you file. Also search the Canadian Trademarks Database for similar marks. Pick a name that is clear and distinct to lower risk and confusion.
CTAs
- Register with Ribbon: We file fast and provide banking-ready proof.
- Talk to an accountant: Get clear advice on invoicing, GST or HST, and multi-province use.
Disclaimer: Information is general. Rules, fees, and forms vary by province and territory. Always check the official portal for current fees, forms, and deadlines. This is not legal advice.
Ribbon Makes Business Easy
Managing trade name registrations across multiple provinces can be complex and time-consuming. Ribbon provides entrepreneurs with comprehensive tools to handle trade name registrations efficiently, from initial filing to renewal management. Our platform ensures you stay compliant with provincial requirements while focusing on growing your business. Learn more about Ribbon or email support@getribbon.ai.
Conclusion
In conclusion, registering a DBA, operating name, or trade name in Canada is a straightforward but essential process for businesses operating under names different from their legal entities. This comprehensive guide has provided you with the knowledge needed to navigate the registration process across all provinces and territories, understand the costs and timeframes involved, and maintain compliance with ongoing obligations. By following these guidelines and staying informed about your specific provincial requirements, you can establish a solid foundation for your business operations under your chosen trade name.