Start & Register a Business in the NWT (what to file, where, and in what order)

In the NWT, the easiest way to waste weeks is doing the right tasks in the wrong order. You pick a name, print invoices, and then learn you registered the wrong thing. You set up a bank account, then discover your “invoice name” doesn’t match what’s on file. You mobilize for work, then licensing or WSCC paperwork holds up payment.

This page is a single sequence you can follow to operate legally and invoice customers with fewer surprises. It focuses on the start-and-register pathway (structure, name, registry filings, core accounts). Permits and industry-specific approvals are a separate topic—this is about getting your business “real” on paper so you can transact.

What this page covers

• Structure choice: sole proprietor vs partnership vs corporation (what it changes)
• Legal name vs operating name: what goes on invoices and bank deposits
• Name search: how to check for conflicts in the NWT registry
• Register or incorporate: what to file and the order to file it
• Location implications: licensing handoff (community vs GNWT) based on where you operate
• CRA basics for invoicing: BN and GST/HST decision points
• WSCC basics: when employer registration matters (and why buyers ask for it)

Quick decision path

• If you need to invoice soon: decide your structure first, then do a name search, then file. Don’t design logos or print invoices until the name path is clear.
• If you’re operating under your personal legal name only: you may be able to invoice as an individual (sole proprietor) without registering a separate business name. The moment you use a different name publicly or on invoices, treat it as an “operating name” that likely needs registration.
• If you’re taking on higher-risk work or signing larger contracts: a corporation can be worth it for liability and continuity. It also tends to reduce confusion with invoice names and bank accounts.
• If you have a partner: don’t hand-wave it. A partnership should be explicit about decision-making, liability, and who can bind the business.
• If you will operate in multiple communities: assume licensing requirements can vary by location and confirm early. Build lead time into your start date.
• If you operate outside community boundaries: you may fall under GNWT business licensing instead of a community government.
• If you will hire workers: plan WSCC registration and payroll setup early—even one short contract can trigger requirements and buyer requests for proof.

What you need ready

• Structure: sole proprietorship, partnership, or corporation
• Ownership/management: owner(s), partner(s), or directors and who can sign
• Addresses: a reliable mailing address for official notices and record-keeping
• Name plan: legal name and any operating name you’ll put on invoices
• Operating footprint: communities where you work and whether you’ll work outside boundaries
• Tax posture: expected sales and whether you need GST/HST now or later
• Hiring plan: will you hire employees in the next 90 days?

Missing this = delay: unclear structure, unclear signing authority, and an unstable address (missed notices and rework).

Step-by-step: how to start & register in the right order

Step 1: Choose your structure (sole proprietor vs partnership vs corporation)

Sole proprietor is simplest: you and the business are the same legal person. It can be fine for lower-risk work and early-stage testing. The trade-off is liability and continuity.

Partnership is not “two sole props working together.” It’s a legal relationship where partners can create liability for each other depending on how it’s set up. If you’re sharing revenue, buying equipment together, or signing contracts together, formalize it.

Corporation is a separate legal entity owned by shareholders, managed by directors. It can help with continuity and liability boundaries, and it often makes banking/invoicing cleaner—at the cost of more paperwork and ongoing maintenance.

Step 2: Decide your “invoice name” (legal name vs operating name)

Your legal name is what’s on your registration (your personal name for a sole proprietor, or the corporation name if incorporated). An operating name is what customers see on invoices and signage. Northern reality: mismatched names are a common reason invoices get questioned or delayed.

Rule of thumb: pick one name for invoicing and stick with it. If you want branding flexibility, do it deliberately (register the operating name where required), not casually.

Step 3: Run a name search in the NWT registry (before you file)

Use the NWT Corporate Registries Online System to search existing business names, partnerships, and corporations. If your name is too similar to an existing entity, you may be forced to change it later—after you’ve printed invoices and told customers.

Bring two backup names. In the North, delays aren’t just “time”—they’re freight windows, short seasons, and missed mobilizations.

Step 4: File the right registry path

If you’re a sole proprietor or partnership using a business name: register the business name with GNWT Corporate Registries. This creates a recognized business identity and clarifies who can make decisions and who is liable.

If you’re incorporating in the NWT: use GNWT’s forms and guides (articles of incorporation, registered office, directors, etc.). Expect ongoing obligations like annual filings.

If you’re incorporated elsewhere but “carrying on business” in the NWT: look at extra-territorial registration requirements. This matters if you’re a company from another province/territory doing work in the NWT.

Step 5: Handle business licensing based on where you operate

This is not a deep permits guide—just the core handoff. In many NWT communities, the community government issues the business licence. If you operate outside community boundaries (or in communities covered by GNWT licensing), GNWT business licensing applies. Don’t assume your licence path is the same everywhere you work.

Practical tip: make a one-line list of every community you plan to work in during the next 12 months, and confirm where each licence is issued (community vs GNWT). Do it before you quote jobs.

Step 6: Set up CRA basics for invoicing (BN, GST/HST, payroll if hiring)

You may need a CRA business number (BN) and program accounts depending on what you do. If you must charge GST/HST, register on time. If you will hire, you’ll need payroll setup. If you won’t charge GST/HST yet and you have no payroll, your CRA setup may be lighter—but decide deliberately.

Don’t “wing it” and start charging GST/HST without being registered. Fixing invoices after the fact is a fast way to trigger payment delays and customer disputes.

Step 7: Register with WSCC if you’re an employer (and keep proof accessible)

If you employ workers in the NWT, WSCC registration typically applies (with limited exceptions). Even if your buyer doesn’t ask today, procurement and licensing processes often want proof of coverage later. Set it up early if hiring is on the horizon.

Step 8: Open your bank account and standardize invoices

Bring your registration/incorporation documents, ID, and any CRA account details the bank requests. Then standardize your invoice header: legal name or registered operating name, mailing address, and tax number (if registered for GST/HST). Consistency is what gets you paid.

The Northern reality check

• Admin capacity is limited. Do the “structure + name + registry” work once, correctly, so you’re not redoing it mid-season.
• Location is a real decision point. In the NWT, “where you operate” affects licensing and sometimes proof requirements. Treat it like a trigger, not an afterthought.
• Consistency is a payments strategy. The more your invoice name, registration name, and banking name line up, the less friction you’ll have with customers.

Common pitfalls (what causes delays and rework)

• Starting with a name before choosing a structure. Your structure changes what you can legally call yourself and what you must file.
• Mixing invoice names. Customers and banks don’t like ambiguity, and neither do procurement teams.
• Ignoring the “outside community boundaries” licensing path. If you assume “the town will handle it,” you can get caught without the correct licence.
• Waiting to think about WSCC until you have a crew. If you’re hiring soon, start early so you’re not blocked at the worst time.
• Charging GST/HST before you’re registered. This creates clean-up work and can create customer payment disputes.

Next steps (do this this week)

• Write down your structure decision and who has signing authority.
• Pick your invoice name and decide whether it’s your legal name or an operating name you need to register.
• Run a name search in the NWT Corporate Registries Online System and keep screenshots/notes for your records.
• File the correct registry path (business name/partnership registration or incorporation package).
• Make a list of communities you’ll work in and confirm whether licensing is community-issued or GNWT-issued for your footprint.
• Decide your GST/HST timing and set up CRA accounts accordingly.
• If hiring within 90 days: start WSCC employer registration and keep confirmation accessible.

CHECKLIST (printable)

• Decide your structure: sole proprietor, partnership, or corporation (and why).
• Confirm who can sign: owner/partners/directors and signing authority (so filings and banking don’t stall).
• Lock your invoice name: decide what name will appear on invoices and deposits (legal name vs registered operating name).
• Pick name options: 1 primary name + 2 backups before you start forms or branding.
• Run the NWT name search: search business names, partnerships, and corporations before you print invoices or buy signage.
• File the correct registry path: register a business name/partnership or incorporate (don’t do both by accident).
• List your operating footprint: every community you plan to work in plus any work outside community boundaries.
• Confirm your licensing handoff: for each location, confirm whether licensing is community-issued or GNWT-issued.
• Decide CRA accounts: Business Number (BN) plus GST/HST and payroll if required (don’t charge GST/HST before you’re registered).
• If hiring: start WSCC employer registration early and keep proof accessible for customers/permits.
• Open banking: open your account using the same legal/registered name you invoice under.
• Standardize invoices: consistent name, address, payment terms, and tax number (if registered).

TEMPLATE: Start & Register Intake Worksheet (copy/paste)

Use this before you file anything. It keeps your structure, naming, and accounts aligned so you don’t redo paperwork mid-season.

1) Business snapshot

• Planned start date (first invoice date):
• What we do (1 sentence):
• Where we will operate (list communities):
• Any work outside community boundaries? Yes / No / Sometimes (describe):

2) Structure (pick one)

• Structure: Sole proprietor / Partnership / Corporation (NWT) / Corporation (other jurisdiction)
• Why this structure: (risk, contracts, partner arrangement, continuity, tax planning)
• Owners/partners/shareholders: (names and roles)
• Directors (if corporation):
• Who can sign filings and contracts:

3) Names (keep invoices and banking consistent)

• Legal name (what will be on record):
• Invoice/operating name (what customers see):
• Name options to search (3): 1) 2) 3)

4) Addresses

• Mailing address for official notices:
• Physical/business address (if different):

5) CRA + invoicing setup

• Expected sales in next 12 months (rough):
• GST/HST: Register now / Register later / Unsure (note why):
• Hiring in next 90 days? Yes / No / Maybe

6) Licensing handoff (based on where you operate)

• For each community: community-issued licence or GNWT-issued licence?
• Any customer requirements already known? (proof of licence, WSCC, insurance, etc.)

7) Notes / questions to resolve before filing

FAQ

Can I start as a sole proprietor and incorporate later?

Yes—many operators start as sole proprietors and incorporate once contracts, risk, or scale justify it. Plan the transition: your invoice name, bank account, and contracts may need to change when the legal entity changes.

Do I have to register a business name?

If you use a business name (proprietorship) or form a partnership in the NWT, you generally must register with GNWT Corporate Registries. If you only invoice strictly under your personal legal name, your situation can differ—but confirm before you brand, invoice, or open accounts under another name.

What is the difference between a legal name and an operating name?

Your legal name is what is registered (your personal name for a sole proprietor, or the corporation name if incorporated). An operating name is what customers see. If you invoice under a name that isn’t your legal name, treat that as an operating name and register it where required so banking and customer payments don’t get stuck.

How do I know if licensing is GNWT or community government?

In many communities, the community government issues business licences. GNWT licensing applies for businesses operating outside community boundaries and in certain communities covered by GNWT licensing services. Treat “where you operate” as the trigger and confirm early, especially if your job sites move.

When do I need GST/HST?

GST/HST depends on your sales and what you supply. If you must register, do it before (or immediately as) you start charging GST/HST so invoices stay clean. If you are not sure, decide early and document your approach rather than improvising mid-season.

What should I bring to the bank?

Bring your registration/incorporation documents, ID, and any CRA account details the bank asks for. The practical goal is consistency: your bank account name should match the name you invoice under (legal or properly registered operating name).