Ontario Profile Report for QuickBooks Online Verification

For an Ontario corporation, the document QuickBooks Online lists for business verification is the Profile Report from the Ontario Business Registry. It shows the corporation's registered office and its current directors and officers — the details Intuit checks. CRS orders it from the registry and emails you the PDF within one business hour for $69 + GST.

Why QuickBooks Online is asking

Intuit's money-movement services — QuickBooks Payments and Payroll direct deposit — fall under FINTRAC, Canada's anti-money-laundering regulator. To keep them running, Intuit asks private corporations for:

• the name and address of every director,
• the name and address of everyone owning 25% or more, and
• one current government-issued document showing the business name with its address, its directors, or both. A company/corporate profile report, articles or certificate of incorporation, or an unexpired business licence all qualify.

Intuit's table of provincial documents names Ontario's as the Profile Report. New Payments or Payroll customers get 30 days from sign-up to provide it.

What's on an Ontario Profile Report

The Profile Report shows the corporation's public record in the Ontario Business Registry as of the moment it's produced:

• Ontario Corporation Number and corporation name
• Status — Active, or why it isn't
• Incorporation date, and amalgamation details if the corporation came out of one
• Registered (head) office address
• All active directors and officers, with their addresses and the dates they started
• The minimum and maximum number of directors
• Name history

What it doesn't show is shareholders. Ontario doesn't put shareholders on the public record — the corporation keeps its own register. That's why QuickBooks asks you separately for owners of 25% or more: the Profile Report covers the name, address and directors; you supply the owners.

Fix these before you upload

The Profile Report shows whatever the corporation last told the registry. If that's out of date, your upload won't match what you typed into QuickBooks.

1. Directors and officers. Ontario corporations report changes to directors and officers through the Ontario Business Registry. If a director left or joined and the registry was never told, the report will show the old list. File the change, then order a fresh report.
2. Registered office. If you've moved and never updated the registry, the report will show the old address.
3. Status. An Ontario corporation that stops filing its annual return can eventually be cancelled. If the report doesn't say Active, deal with that before verification.
4. The legal name. Use it exactly as it appears on the report — "Ontario Inc." versus "Ontario Limited" matters.

Ordering through the Ontario Business Registry yourself

Anyone can request a Profile Report through the Ontario Business Registry with a My Ontario Account; the government fee is small. CRS handles the account, the search and the PDF for you, and checks that you've got the right corporation — useful when several companies share a similar name, or when you only know the Ontario Corporation Number.

How to order from CRS

1. Search your corporation in the box at the top of this page by name or Ontario Corporation Number.
2. Choose it from the results, enter your details and pay $69 + GST.
3. We order the Profile Report and email you the PDF within one business hour.

If you need it for a bank, landlord or due-diligence file instead, it's the same report as our Ontario corporate profile report service.

Uploading it in QuickBooks Online

Use the link in Intuit's email, the banner inside QuickBooks Online, or the notice on the Payroll Overview page. Upload the PDF and enter the director and owner details. A confirmation window shows when it's done. Intuit notes the reminder banner can keep appearing for 2–3 business days afterwards — you don't need to upload again. If Intuit emails asking for more, the resolution centre link in that email lists what's outstanding.

Frequently asked questions

Is a Profile Report the same as articles of incorporation?

No. Articles show how the corporation was set up, including its first directors. The Profile Report shows the current record — today's directors, officers and registered office — which is what QuickBooks is checking.

Does it show who owns the company?

No. Ontario Profile Reports list directors and officers, not shareholders. QuickBooks asks you to enter owners of 25% or more yourself.

Can my accountant submit it?

Yes. Intuit lets accountants and bookkeepers submit the information on a client's behalf, using the client's owner and director details.

My corporation is federal but based in Ontario.

Then you need Corporations Canada's Corporate Profile, not an Ontario report. See our guide to profile reports for QuickBooks in every province and federally.

Will an old Profile Report work?

Intuit asks for a current document. A report produced now reflects today's directors and address; an old one may not.