Incorporating with SpeedMatters™

Updated 1 year ago by Emily Kirby

Paper Filing and Electronic Filing through OnCorp

Prior to incorporating a business, you will need to enter a few details to complete an incorporation package. We suggest you have the following information ready before starting to incorporate a business:

· Name and Registered Office Address for proposed Corporation; 

· Name(s) and Address(es) of First Incorporator(s); 

· Director(s); 

· Officer(s) and Title(s); 

· Shareholder(s); 

· Banking Institution;

· Share Classes; 

· Accountant; 

· Solicitors; 

· Fiscal Year End; 

· NUANS Reservation Number

_________________________________________________________________________________________

  1. Launch HotDocs® 11 Player. Make sure that the  SpeedMatters library is open on the left hand side. 



  2. Double click the ‘Commonly Used People and Entities’ tab from the left-hand menu.



  3. Enter all information for people and entities associated with the corporation (i.e. shareholders, directors, officers, accountants, bank, solicitors). Click ‘Add another person’ until all persons and/or entities are entered into SpeedMatters



    Save this information by clicking the icon in the horizontal menu. It is marked in the red box at the top of the screen.
  4. From the main page screen, select ‘All Forms and Documents’ by double clicking the tab. You will be prompted to create a new Answer File.



  5. Fill out the desired name and location for the corporations Answer File (.anx).

 Click ‘OK’ to continue.

6.  To expand all of the necessary tabs, click ‘Yes’ under ‘Show All Menu Items’.

7.  To start an incorporation package, you will need to select the following options to continue:

‘What would you like to do today?’ -> ‘Produce document(s)’ 

‘Document Category’ -> ‘Packages and Most Popular Documents’ 

‘Common Packages’ -> ‘Incorporation-Organization – Complete Package’


8.  Continue to ‘Incorporation Package Contents’ and select ‘Articles of Incorporation,’ then choose either electronic or paper filing.

Remember to save your work using the ‘save answer’ icon (red arrow).


9.  Under ‘People and Entities’ click on the ‘Select’ button at the bottom of the page. Each person or entity will be added one at a time to the corporation from the list you created in ‘‘Step 3.'

After adding the first person or entity, click the ‘Add another person’ button at the bottom of the page.
Continue to use the ‘Select’ button until each person or entity associated with your corporation is entered.

10. Next, click on ‘Charter Instruments’ and use the ‘Charter Type’ drop-down menu to select ‘Articles of Incorporation.’ Fill out all available information including the NUANS number and reservation date. 

Note: the corporate number will be filled out after incorporation.

Ensure the ‘Status’ (top right corner of the page) is selected as ‘To Be Documented.’
Remember to save your work using the ‘save answer’ icon.

11.  Continue to ‘Corporate Addresses’ and enter all information associated with the corporation and its records.

Ensure the ‘Status’ (top right corner of the page) is selected as ‘To Be Documented.’

12.  You will now select the ‘Share Classes’ tab; select type(s) and enter all details of the share class. Continue to ‘Add Another Share Class’ until all share classes are inputted.

Ensure the ‘Status’ (top right corner of the page) is selected as ‘To Be Documented’.
Remember to save your work using the ‘save answer’ icon.

13.  Add Accountant(s) and/or Auditor(s) by clicking on the tab, select a ‘Name’ from the drop-down menu. 

Ensure the ‘Status’ (top right corner of the page) is selected as ‘To Be Documented.’

14.  Continue to the Banks tab in the left-side menu. Add the institution using the drop-down menu.

Ensure the ‘Status’ (top right corner of the page) is selected as ‘To Be Documented’.
Remember to save your work using the ‘save answer’ icon.

15.  Directors will now be added, click on the tab to start. Ensure the ‘First Director’ box is ticked. Continue to enter all first directors into SpeedMatters with the ‘Add another director’ button. Upon completing first directors, enter all other applicable directors (remember to untick ‘First Director’ box).

All directors that were selected as First Directors should now appear as the incorporators in the next tab labelled ‘Incorporators’.

Ensure the ‘Status’ (top right corner of the page) is selected as ‘To Be Documented’.

16.  Add ‘Officers’ by selecting each individual from the drop-down menu.  The corresponding ‘Title’ option can be selected from the drop-down menu below the ‘Officer’ menu. Continue to ‘Add another officer’ until all officers are inputted.

Ensure the ‘Status’ (top right corner of the page) is selected as ‘To Be Documented.’

17.  Use the ‘Solicitors’ tab to start adding solicitor information into SpeedMattersUse the drop-down menu to select the name(s) of the corporation’s solicitors.



Ensure the ‘Status’ (top right corner of the page) is selected as ‘To Be Documented’.
Remember to save your work using the ‘save answer’ icon.



18. Bylaw(s) for the corporation should now be entered under the ‘By-laws’ tab. For by-law 1, select ‘New General By-Law’ from the drop-down menu and enter information. Add any additional by-laws for the corporation (if applicable).

Ensure the ‘Status’ (top right corner of the page) is selected as ‘To Be Documented.'

19.  Next, click the ‘Fiscal Year End’ tab. From the drop-down menu select ‘variable’ or ‘fixed’ day. Be sure to select the year end month and day of month as well.

Ensure the ‘Status’ (top right corner of the page) is selected as ‘To Be Documented.’

20.  You will need to click on ‘Form of Securities’ and tick either ‘certified’ or ‘uncertified.’

Ensure the ‘Status’ (top right corner of the page) is selected as ‘To Be Documented.'

21. The number of directors needs to be set. You can do this through selecting the ‘Number of Directors’ tab. Select ‘set number of directors,’ the number of directors should correspond with the number of directors added in ‘Step 15.’ You will then need to click on ‘Change Number or Authorization to Set Number.’

Ensure the ‘Status’ (top right corner of the page) is selected as ‘To Be Documented.'

22. Before completing your incorporation package, you will need to document the company’s audit exemption for their first fiscal year. To do this,  go to the "Annual Business" interview and click on ‘Audit Exemption for First Fiscal Year.'. Check the box that says ‘Audit Exempt for First Fiscal Year’ and enter the ‘Exemption Date’ provided by the client

         Make sure the status is marked as ‘completed.'


23.  Go back to the ‘Charter Instruments’ tab. Scroll to the bottom of the page and click on' Prepare Ontario Articles of Incorporation – Electronic’ (for an electronic filing version of your corporation).

24. Use the ‘Document Preview’ button to view a preview of your incorporation package. Ensure that the document is error free before sending it to a word processor.

Note: the preview will show any errors in red font.

25.  To load your document in Microsoft Word, click the ‘Send document to word processor’ button.

_________________________________________________________________________________________

For Electronic Filing through OnCorp:

26.  Save your Word document as Plain Text (*.txt).

27.  Your file can now be uploaded to the OnCorp filing website.


How Did We Do?