Canada - GST/HST: 3rd-Party Setup

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.

Return Submission Method

Choose how your returns are currently submitted:

• NETFILE

• CRA My Business Account

• By a third-party provider via their Represent a Client 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

• None of the above - This is a new registration without a return submission history

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

• Provide Taxually with your 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

  • Note: If you do not know your Access Code, you can obtain it by following the instructions below. Otherwise, you can skip to the next section. 

• How to Obtain Your Access Code - 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

• How to Obtain Your Access Code -  For Existing Registrations Currently Using NETFILE:

  • Check with Previous Filers

    • Contact individuals who previously submitted returns, as they would know your access code

  • 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 

Fiscal Year End

• Note: Please provide it to Taxually formatted as MM/DD/YYYY

• 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)

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. 

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

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 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/Parter/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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