Onboarding Process Overview
Step 1: Submit the Required Information to Taxually
Step 2: CRA My Business Account Holders - Grant Third-Party Access to Taxually (Non CRA My Business Account holders can skip this step
Step 3: Taxually will draft a POA (AUT-01) and email it to you for your completion
Step 4: Complete the POA by following the detailed instructions below
Step 1: Finding the Required Onboarding Information
Important: The instructions for finding this information will depend on whether you have a new registration (without return submission history) or an existing registration (with return submission history). Please follow the specific instructions that apply to your situation below.
Business Number (BN)
Format: 9-digit number ending with "RT0001" (standard registrations) or "RT9999" (simplified registrations)
Example format: (12345 6789 RT0001) - OR - (12345 6789 RT9999)
Where to find it:
For all taxpayers (New and Existing): Any official documentation provided from the Canada Revenue Agency (CRA) or registration confirmation documents (for all taxpayers, new and existing)
For existing registrations: copies of submitted returns
NETFILE Access Code
Format: 4-digit access code assigned by the Canada Revenue Agency (CRA)
Purpose: Required for electronic filing of GST/HST returns via NETFILE
Required for:
New registrations
Existing registrations that do not have access to a CRA My Business account and/or file returns via NETFILE
Where to find it:
For All Taxpayers (New and Existing Registrations):
Standard Method: Registration Confirmation Letter
The access code is provided in your registration confirmation letter under "Electronic Filing Information"
This letter is mailed by the CRA 1-2 weeks after you receive your initial registration confirmation documents
If You Haven't Received the Letter Yet:
Option 1: Phone Request
Your registered business owner or an authorized representative can call the CRA:
Canada or United States: 1-800-959-5525
Yukon, Northwest Territories, or Nunavut: 1-866-841-1876
Outside Canada or United States: 613-940-8497 (call collect)
Option 2: Third-Party Request
Taxually can call to obtain it after the CRA approves our Power of Attorney (POA)
Note: This process can take up to 30 days
For Existing Registrations Currently Using NETFILE:
Check with Previous Filers
Contact individuals who previously submitted returns, as they would know your access code if they were submitting returns via NETFILE
If You Don't Have Your Current Access Code:
Option 1: Online Access Code Reset
Go to "GST/HST access code online" on the CRA website
Enter your business number
Provide information from a return you filed for a reporting period ending within the last 3 years:
Either: The reporting period and line 109 (net tax) amount (if line 109 is not $0.00)
Or: The reporting period and confirmation number (if you filed electronically)
Enter the new 4-digit access code you want to use
Important: Provide this new access code to Taxually, as it will be required for all future GST/HST return filings via NETFILE
Option 2: Phone Request
Contact the CRA using the appropriate number for your location:
Canada or United States: 1-800-959-5525
Yukon, Northwest Territories, or Nunavut: 1-866-841-1876
Outside Canada or United States: 613-940-8497 (call collect)
Who can call: Your registered business owner or an authorized
Filing Frequency
Listed as: "Reporting period" and will indicate whether you file monthly, quarterly, or annually
Where to find it:
New Registrations: In the “Registration Confirmation Notice” letter from the CRA
Existing registrations: Copies of submitted returns, in the “Registration Confirmation Notice” letter from the CRA, or in CRA My Business Accounts
Note: If you have an annual reporting period (filing frequency), you must know your Fiscal Year End to choose the appropriate filing frequency in Taxually.
Fiscal Year End (Only Required for Annual Filing Frequencies)
Please select the final month of your annual reporting period as assigned by the CRA.
Note: GST/HST annual filing periods don't always follow the calendar year (January–December). Most often the final month will either be December or August.
Where to find it: Your registration application or the “Electronic Filing Information” letter from the CRA (appears as "Fiscal Year End" field, formatted as YYYY-MM-DD)
Return Submission Method (Required for Existing Registrations Only, Not New Registrants)
Choose how your returns are currently submitted:
NETFILE
Select this option if your return confirmations say “thank you for using GST/HST NETFILE”
CRA My Business Account
I am not sure - If you select this option, please email a copy of a past return to Taxually at lumatax@taxually.com ASAP
CRA My Business Account Status
Question: Do you have a CRA My Business Account?
If yes: You will need to grant us third-party access by following the directions detailed in Step 2 of this guide
If no: We will submit your returns via NETFILE (the guest filing portal for non-resident businesses) using the Access Code you provide
Note: With a CRA My Business Account, you can access your account status and submission history, communicate quickly and easily with the tax authorities (CRA), amend returns electronically, etc. However, the process of creating this account is time-consuming for non-resident businesses (without a Canadian business owner with a SIN).
Canadian Resident Status
Question: Are any of your registered business owners Canadian residents?
If yes: We suggest you create a CRA My Business Account
If no: We will file your returns using NETFILE (the guest filing portal for non-resident businesses) using the Access Code you provide
Note: There is an incentive to create a My Business Account, especially if one of your registered owners/officers are a Canadian resident. If not, it is difficult and time-consuming to create a CRA My Business Account and therefore best to use NETFILE instead.
Effective Registration Date (Required for First Return Filings Only)
Where to find it: In the “Registration Confirmation Notice” letter from the CRA
Look for: The statement "Your Registration is effective [date]" in the first paragraph
Next Steps: Complete Step 2 if you have a CRA My Business Account. Then submit the requested information to Taxually and wait for Taxually to prep the Power of Attorney (AUT-01 form) for your completion. We will send it to you via email. Then please follow the instructions in Step 4 to complete the POA.
Step 2: For CRA My Business Account Holders - Instructions for Granting Taxually Third-Party Access
Important: This must be done by a user who has permission to manage other users on your My Business Account.
Log in to your CRA My Business Account
Navigate to the Profile section of your account
Click Manage Authorized Representatives under Authorized Representatives
Click Authorize a representative
Enter the following information:
Rep ID: KB5X3XR
Representative Name: Robert Joseph Schulte
Choose level 2 authority and leave the expiry date blank.
Note: You can choose level 3, which gives Taxually the ability to make more changes, however, we do not require that to file.
Choose which accounts to authorize. Then review the information and confirm the details you've entered.
Taxually will receive a notification if the access is granted successfully. We will confirm that we have the appropriate access. Please return to the beginning of this guide for an explanation of the rest of the onboarding process.
Step 3: Taxually Creates a POA Draft
Step 4: POA Completion
Open and review the drafted Power of Attorney (AUT-01) form provided by Taxually via email
Print the POA (If all information is approved)
Please have the registered Owner/Partner/Director sign and date Section 5 with a pen. Please ensure all fields are completed (name, telephone, signature, date).
Scan the completed POA and email the copy to lumatax@taxually.com
Mail the original copy (with the wet signature) to the Sudbury Tax Centre (if you are outside of Canada or in Ontario. If you are somewhere else in Canada, send it to the Winnipeg office.)
Note: These addresses are detailed on the AUT-01 form
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