Basic Information

Basic Information establishes your company's identity within Cothon and government procurement systems. These core identifiers enable verification, compliance checking, and seamless integration with Canadian procurement platforms.

Why Basic Information Matters

Government procurement relies on standardized business identifiers to verify vendor legitimacy, check compliance status, and process payments. Missing or incorrect identifiers can:

• Disqualify bids: Many RFPs require valid BN and PBN for bid submission
• Delay contract awards: Verification failures extend award timelines by weeks
• Block payments: Government accounting systems match invoices to registered identifiers
• Trigger audits: Mismatched information raises red flags with procurement officials

Required Business Identifiers

Business Number (BN)

The Business Number (BN) is a unique 9-digit identifier issued by the Canada Revenue Agency (CRA) when you register for:

• GST/HST account
• Payroll deductions account
• Corporation income tax account
• Import-export account

Format: 123456789

Where to Find It:

• CRA MyBusiness Account online portal
• Original registration confirmation letter from CRA
• GST/HST return forms (top right corner)
• Payroll remittance forms

Verification:

1. Log into CRA MyBusiness Account at canada.ca/cra-mybusiness
2. Navigate to "View Account" → "Business Information"
3. Confirm your 9-digit BN

Procurement Business Number (PBN)

The Procurement Business Number (PBN) is a unique identifier assigned when you register as a supplier in the Government of Canada's Supplier Registration Information (SRI) system.

Format: PW-123-456789 or similar alphanumeric code

Where to Find It:

• CanadaBuys supplier profile
• Supplier Registration Information (SRI) confirmation email
• Public Services and Procurement Canada (PSPC) correspondence

How to Obtain a PBN:

Verification Checklist:

• PBN appears in your CanadaBuys profile
• PBN format matches PSPC standards (usually PW-XXX-XXXXXX)
• Supplier status shows "Active" in CanadaBuys
• Registration includes all required product/service codes

GST/HST Registration Number

If your business is registered for GST/HST, you'll have a 15-character registration number combining your BN with a program identifier.

Format: 123456789 RT 0001

• 123456789: Your 9-digit Business Number
• RT: Program identifier (always "RT" for GST/HST)
• 0001: Account identifier (usually 0001 for first account)

Where to Find It:

• GST/HST return forms (top right corner)
• CRA MyBusiness Account → GST/HST Account
• GST/HST registration confirmation letter
• Your GST/HST invoices (must appear on all invoices)

Verification:

1. Log into CRA MyBusiness Account
2. Select your GST/HST account
3. Confirm the full 15-character number including spaces

QST Registration Number (Quebec Only)

Quebec businesses must register separately for Quebec Sales Tax (QST) with Revenu Québec.

Format: 1234567890 TQ 0001 (similar to GST/HST format)

Where to Find It:

• Revenu Québec "Mon dossier pour les entreprises" online portal
• QST return forms
• QST registration confirmation letter

How to Register:

• Online: revenuquebec.ca
• By phone: 1-800-567-4692
• In person: Revenu Québec office

Provincial/Territorial Sales Tax Numbers

Depending on your location, you may need additional registration:

Where to Register:

• BC: gov.bc.ca/pst
• SK: saskatchewan.ca/pst
• MB: gov.mb.ca/finance/taxation/taxes/retail.html

Legal Business Information

Legal Business Name

Your legal business name must match your incorporation documents exactly.

For Incorporated Companies:

• Find on: Articles of Incorporation, Certificate of Incorporation
• Format: Include Inc., Ltd., Corp., ULC as incorporated
• Example: "Acme Solutions Inc."

For Sole Proprietorships:

• Use: Owner's legal name or registered business name
• Format: Exactly as registered with provincial/territorial authorities
• Example: "John Smith" or "John Smith Operating as Acme Solutions"

For Partnerships:

• Use: Registered partnership name
• Format: As shown on partnership agreement and registration
• Example: "Smith & Associates Limited Partnership"

Verification Steps:

Operating Name / Trade Name

If your business operates under a different name than the legal name, add all operating names.

Examples:

• Legal: "1234567 Alberta Ltd."
• Operating: "Northern Tech Solutions"

When to Include:

• You have a registered "Doing Business As" (DBA) name
• You market services under a trade name
• You operate multiple brands under one legal entity
• Provincial business name search shows alternative names

Why It Matters: Government procurement officers may search for suppliers by operating name. Including all names improves discoverability and matches against past performance databases.

Incorporation Date

The date your business was legally formed.

Where to Find:

• Articles of Incorporation (top right corner)
• Certificate of Incorporation
• Corporations Canada or provincial registry

Format: YYYY-MM-DD

Why It Matters: Some procurement opportunities have minimum "years in business" requirements. The incorporation date establishes your business age for eligibility checks.

Jurisdiction of Incorporation

Where your business is legally registered.

Options:

• Federal (Corporations Canada)
• Provincial/Territorial (specify which one)
• Foreign (if incorporated outside Canada but operating in Canada)

How to Determine:

• Check your incorporation documents header
• Federal: "Canada Business Corporations Act (CBCA)"
• Provincial: Named after province (e.g., "Business Corporations Act (Alberta)")

Business Structure

Your legal entity type determines tax treatment, liability, and procurement eligibility.

Common Structures:

How to Verify:

• Check incorporation documents or business registration
• Consult with your accountant or lawyer if uncertain

Contact Information

Primary Business Address

Your principal place of business where legal notices and correspondence are received.

Requirements:

• Must be a physical address (not a P.O. Box for primary address)
• Must match incorporation documents or business registration
• Should match CRA records

Format:

Street Number and Name
Suite/Unit Number (if applicable)
City, Province  Postal Code
Canada

Example:

123 Main Street
Suite 450
Toronto, ON  M5H 2Y4
Canada

Mailing Address (if different)

If you receive mail at a different location than your primary business address, add a mailing address.

Common Scenarios:

• P.O. Box for daily mail
• Accounting firm address for financial correspondence
• Head office address for branch locations

Regional Offices and Service Locations

List all locations where you have physical presence or can provide services.

Why Include Multiple Locations:

• Many RFPs award preference points for local presence
• Regional contracts may require nearby service capability
• Demonstrates geographic coverage for national contracts

Information to Include for Each Location:

• Complete address
• Office type (Head Office, Branch, Service Center, etc.)
• Services available at this location
• Languages served
• Hours of operation (if relevant)

Example Entry:

Vancouver Service Center
789 Granville Street
Vancouver, BC  V6Z 1K3

Services: On-site support, training, installation
Languages: English, French, Mandarin
Designation: ISO 9001 certified facility

Primary Contact Information

The main point of contact for procurement inquiries, contract administration, and daily business.

Required Fields:

Primary Contact Name:

• First and last name
• Title/Position (e.g., "Director of Business Development")
• Role in organization

Email Address:

• Use a monitored company email (not personal Gmail, etc.)
• Consider using a role-based email (contracts@company.com)
• Ensure 24-hour response capability during active bids

Phone Number:

• Include country code: +1 (Canada)
• Format: +1 (555) 123-4567
• Specify if mobile, direct line, or main switchboard

Extension (if applicable):

• Direct extension for faster contact

Secondary Contacts

Add backup contacts for different functional areas:

Typical Secondary Contacts:

Contracts Administrator:

• Handles contract execution and compliance
• Reviews terms and conditions
• Manages amendments and modifications

Technical Lead:

• Answers technical questions during RFP process
• Provides clarifications on capability and approach
• Participates in technical evaluations

Financial Officer:

• Handles invoicing and payment inquiries
• Provides financial documentation
• Manages bonding and insurance

Security Contact (for sensitive contracts):

• Holds security clearance (if applicable)
• Manages classified information
• Handles security screening coordination

Website and Social Media

Company Website:

• Main corporate website URL
• Must be live and functional (broken links reflect poorly)
• Should include company profile, services, and contact information

LinkedIn Company Page:

• Official company LinkedIn profile
• Helps procurement officers verify legitimacy
• Provides additional company background

Other Relevant URLs:

• Product catalogs
• Case study repositories
• Client testimonial pages
• Media/press room

Industry Codes and Classifications

NAICS Code

North American Industry Classification System (NAICS) is a 6-digit code used by Statistics Canada and government agencies to classify businesses by industry.

Format: 6 digits (e.g., 541330 - Engineering Services)

Where to Find Your Code:

• Statistics Canada NAICS search: statcan.gc.ca/naics
• Your corporate tax return (T2 form, line 020)
• Business registration documents

How to Choose:

• Select the code that best describes your PRIMARY business activity
• If multiple activities, choose the one generating the most revenue
• Be as specific as possible (use all 6 digits)

Common NAICS Codes for Government Contractors:

SIC Code (if applicable)

Standard Industrial Classification (SIC) is an older 4-digit classification system still used by some government databases and financial institutions.

Format: 4 digits (e.g., 8711 - Engineering Services)

When Needed:

• Some U.S. government contracts
• Financial reporting and credit applications
• Older procurement systems not yet migrated to NAICS

Where to Find:

• Convert from NAICS using NAICS to SIC crosswalk
• Your business credit report (Dun & Bradstreet)

Company Description

A concise overview of your business for display in searches, profiles, and proposals.

Length: 150-300 words

What to Include:

• Founded date and key milestones
• Core services/products
• Primary markets and clients
• Company size (employees, revenue range)
• Geographic coverage
• Notable achievements or differentiators
• Mission statement (optional)

Example - Good Company Description:

"Northern Tech Solutions is a Canadian engineering consulting firm specializing in infrastructure modernization for federal and provincial governments. Founded in 2010, we've completed over 200 projects totaling $120M in contract value across transportation, water treatment, and public facilities sectors.

Our 85-person team includes 40 Professional Engineers (P.Eng.), LEED APs, and certified project managers. We maintain offices in Toronto, Calgary, and Vancouver, enabling nationwide service delivery with regional expertise.

Core services include bridge inspection and rehabilitation, water system design, environmental assessments (CEAA compliance), and sustainable building design (LEED certification). We're recognized for innovative approaches to aging infrastructure, having pioneered predictive maintenance systems now used by 12 municipalities.

Northern Tech holds ISO 9001:2015 quality certification and maintains $10M professional liability insurance. We're certified as a small business supplier and actively participate in Indigenous partnership initiatives."

Elements That Strengthen Descriptions:

• Specific numbers (employees, projects, revenue)
• Industry certifications and credentials
• Geographic presence
• Notable clients (if non-confidential)
• Unique capabilities or innovations
• Awards and recognition

Verification and Validation

CRA Verification

Verify your Business Number is active and matches CRA records:

CanadaBuys Verification

Verify your Procurement Business Number and supplier status:

Provincial Business Registry Verification

Verify your legal name and incorporation status with your provincial registry:

Provincial Registries:

• Ontario: ontario.ca/business-registry
• Quebec: registraire.gouv.qc.ca
• BC: bcregistry.ca
• Alberta: alberta.ca/corporate-registry
• Federal: corporationscanada.ic.gc.ca

Common Mistakes and How to Avoid Them

Mistake 1: Using Business Number as PBN

Problem: Entering your 9-digit BN in the PBN field

Impact: Profile fails verification, analysis results unreliable

Solution: BN and PBN are different numbers. Register in CanadaBuys to obtain a PBN (format: PW-XXX-XXXXXX)

Mistake 2: Outdated GST/HST Number

Problem: Business Number changed due to restructuring, but old GST/HST number still in profile

Impact: Invoice rejections, payment delays, audit risk

Solution: Whenever your BN changes, update your GST/HST registration with CRA and update all profiles immediately

Mistake 3: Mismatched Legal Names

Problem: Using "Acme Solutions" instead of legal name "Acme Solutions Inc."

Impact: Contract award delays, failed vendor verification checks

Solution: Always use the exact legal name from incorporation documents, including suffixes (Inc., Ltd., Corp., etc.)

Mistake 4: P.O. Box as Primary Address

Problem: Using a P.O. Box or virtual office as the primary business address

Impact: Failed site visits, perceived as non-legitimate business

Solution: Use your physical business location as primary address. P.O. Boxes are acceptable for mailing address only

Mistake 5: Personal Email for Primary Contact

Problem: Using employee personal email (john@gmail.com) instead of company email

Impact: Lost opportunities when employee leaves, unprofessional appearance

Solution: Use role-based company emails (contracts@company.com, bids@company.com) that persist beyond individual employees

Mistake 6: Wrong NAICS Code

Problem: Selecting a NAICS code based on what you WANT to do rather than what you CURRENTLY do

Impact: Tax classification issues, missed opportunity alerts, procurement category mismatches

Solution: Choose the NAICS code that best represents your PRIMARY revenue-generating activity as reported on tax returns

Integration with External Systems

Automatic Data Population

Cothon can automatically populate some basic information fields from verified sources:

From CRA (with authorization):

• Business Number
• Legal business name
• GST/HST registration number
• Business address

From CanadaBuys (with authorization):

• Procurement Business Number
• Supplier status
• GSIN codes

From Provincial Registries:

• Incorporation date
• Legal name
• Registered office address

Keeping External Systems in Sync

When you update basic information in Cothon, you may need to update external systems manually:

Update These Systems When Information Changes:

• CRA MyBusiness Account (legal name, address)
• CanadaBuys supplier profile (contact information, address)
• Provincial business registry (legal name, registered office)
• GST/HST registration (address, business structure)

Security and Privacy

Information Visibility

Always Private (never shared):

• Internal reference numbers
• Bank account information
• Detailed financial data
• Personal employee information

Shared with Government Systems (when bidding):

• Business Number
• Procurement Business Number
• Legal business name
• Primary business address
• Primary contact information

Visible in Public Directories (if authorized):

• Company name and operating name
• General location (city/province)
• Industry codes (NAICS, UNSPSC)
• Company description (non-confidential)

Controlling Visibility

You control basic information visibility:

Public Profile (visible to other Cothon users):

• Company name and description
• General location (not specific address)
• Industry categories
• Contact preference (not specific email/phone)

Private Profile (only your team):

• Specific identifiers (BN, PBN, GST/HST)
• Full addresses
• Direct contact information
• Internal reference numbers

Maintenance and Updates

When to Update Basic Information

Update your profile immediately when:

• Legal business name changes (merger, acquisition, rebranding)
• Business Number changes (restructuring)
• GST/HST registration number changes
• Primary business address changes (relocation)
• Primary contact person changes (turnover)
• Incorporation status changes (conversion to corporation, etc.)

Verification Schedule

Monthly (5 minutes):

• Confirm contact information is current
• Check for any CRA or CanadaBuys notifications
• Verify website and LinkedIn links are functional

Quarterly (15 minutes):

• Verify all identifiers match external systems (CRA, CanadaBuys, provincial registry)
• Review company description for accuracy
• Confirm all locations and contacts are current

Annually (30 minutes):

• Complete verification audit across all systems
• Update NAICS code if primary business activity changed
• Review and refresh company description
• Verify all registration numbers are current and not expiring

Setting Up Alerts

Configure alerts for critical changes:

Registration Expiration Alerts:

• GST/HST registration renewal (if applicable)
• Provincial business name registration renewal
• Security clearances (if applicable)

System Update Alerts:

• CRA sends notice of BN changes
• CanadaBuys sends notice of profile verification issues
• Provincial registry sends renewal reminders

Getting Help

Common Questions

Q: I don't have a Procurement Business Number yet. Can I still use Cothon?

A: Yes. You can analyze opportunities and build your profile without a PBN. However, you'll need a PBN to actually submit bids on most federal opportunities. Start the CanadaBuys registration process immediately.

Q: My Business Number changed due to a merger. What do I do?

A: Update your BN and GST/HST numbers in CRA first, then update Cothon, CanadaBuys, and all other systems. Document the change with a letter from CRA showing the old and new numbers for contract transition.

Q: Can I use a virtual office address?

A: For your mailing address, yes. For your primary business address, it's not recommended. Many contracts require site visits or physical verification. Use your actual operating location if possible.

Q: What if my legal name is different from my marketing name?

A: Enter your legal name in the "Legal Business Name" field exactly as incorporated, then add your marketing name(s) as operating names. Both will be searchable.

Q: I operate in multiple provinces. Do I need separate profiles?

A: No. One Cothon profile can include multiple locations across all provinces. Add each office as a regional location with its address and capabilities.

Q: How do I verify my Business Number is correct?

A: Log into CRA MyBusiness Account and check your Business Information section. The 9-digit BN appears at the top of the page.

Support Resources

CRA Support:

• Business Enquiries Line: 1-800-959-5525
• MyBusiness Account Help: canada.ca/cra-mybusiness

CanadaBuys Support:

• Supplier Support: buyandsell.gc.ca/for-businesses/selling-to-the-government-of-canada
• Technical Help: 1-800-811-1148

Cothon Support:

• Email: support@cothon.ai
• Live Chat: Available in-app during business hours
• Profile Verification Service: Submit your profile for expert review

Next Steps

Once your basic information is complete: