start your business

Write your business plan (from the SBA)

There are multiple types of Business Structures. You must decide which is right for you taking into account Legal and Tax considerations. You should choose a business structure that gives you the right balance of legal protections and benefits. Visit this SBA site for more guidance in the US and this site will help you in Canada.

Setting up and Registering your business in your state.

The main governing body of a state is usually called the Secretary of State but may have a different name (i.e. Department of State, Commonwealth)

The Corporation/Business Division/Entity Searches (3rd Column) take you directly to the page where business-related responsibilities are administered; such as registering of new businesses.

Secretary of State Business Entity Search (all 50 states) and Canada (all 13 provinces)

Links to all 50 States:

Secretary of State (SOS) Website, Business/Corporate Services Division, and Business Entity Searches (3rd Column) direct you to the page where business-related responsibilities are administered, such as registering new businesses.

State / DC	Secretary of State Website	Business Division / Entity Services
Alabama	sos.alabama.gov	Business Services
Alaska	commerce.alaska.gov	Business Licensing
Arizona	azsos.gov	Business Services
Arkansas	sos.arkansas.gov	Business & Commercial Services
California	sos.ca.gov	Business Entities
Colorado	sos.state.co.us	Business Organizations
Connecticut	portal.ct.gov/sots	Business Services
Delaware	sos.delaware.gov	Division of Corporations
District of Columbia	os.dc.gov	Business Services
Florida	dos.myflorida.com	Division of Corporations (Sunbiz)
Georgia	sos.ga.gov	Business Search
Hawaii	ltgov.hawaii.gov	Business Registration (BREG)
Idaho	sos.idaho.gov	Idaho Business Services
Illinois	cyberdriveillinois.com	Business Services
Indiana	in.gov/sos	INBiz
Iowa	iowa.gov	Business Services
Kansas	sos.kansas.gov	Kansas Business Center
Kentucky	sos.ky.gov	Business Filings
Louisiana	sos.la.gov	Business Services
Maine	maine.gov/sos	Corporation Search
Maryland	sos.maryland.gov	Business Express
Massachusetts	sec.state.ma.us	Corporate Search
Michigan	michigan.gov/sos	Business Entity Search
Minnesota	sos.state.mn.us	Business Filing
Mississippi	sos.ms.gov	Business Search
Missouri	sos.mo.gov	Business Entity Search
Montana	sosmt.gov	Biz Services
Nebraska	sos.nebraska.gov	Corporation Search
Nevada	nvsos.gov	SilverFlume Business Portal
New Hampshire	sos.nh.gov	Corporation Unit
New Jersey	state.nj.us/state	Business Registration
New Mexico	sos.state.nm.us	Business Search
New York	dos.ny.gov	Business Entity Search
North Carolina	sosnc.gov	Business Registration
North Dakota	sos.nd.gov	Business & Licensing
Ohio	sos.state.oh.us	Business Search
Oklahoma	sos.ok.gov	Business Services
Oregon	sos.oregon.gov	Business Services
Pennsylvania	dos.pa.gov	Corporations Search
Rhode Island	sos.ri.gov	Business Services Online
South Carolina	sos.sc.gov	Business Filings
South Dakota	sdsos.gov	Business Information
Tennessee	sos.tn.gov	Business Entity Search
Texas	sos.state.tx.us	Business & Nonprofit
Utah	utah.gov	Business Registration
Vermont	sos.vermont.gov	Business Search
Virginia	scc.virginia.gov	Clerk’s Information System (CIS)
Washington	sos.wa.gov	Corporations & Charities Search
West Virginia	apps.sos.wv.gov	Business & Licensing
Wisconsin	sos.wi.gov	Business Entity Search
Wyoming	soswy.state.wy.us	Business Division

For Canada:

Province / Territory	Corporate Registry Website	Business Division / Services
Alberta	corporateregistry.alberta.ca	Corporate Registry Services
British Columbia	bcregistry.gov.bc.ca	BC Registries & Online Services
Manitoba	companiesoffice.gov.mb.ca	Manitoba Companies Office
New Brunswick	snb.ca	Corporate Affairs
Newfoundland & Labrador	registries.gov.nl.ca	Companies and Deeds Online (CADO)
Northwest Territories	justice.gov.nt.ca	Corporate Registry
Nova Scotia	novascotia.ca/sns	Registry of Joint Stock Companies
Nunavut	gov.nu.ca	Legal Registries Division
Ontario	ontario.ca	Ontario Business Registry
Prince Edward Island	princeedwardisland.ca	Corporate Registry
Quebec	req.gouv.qc.ca	Registraire des entreprises
Saskatchewan	isc.ca	Corporate Registry
Yukon	yukon.ca	Corporate Affairs

Businesses operating nationally often also need to register federally with Corporations Canada

Insurance and Taxes

Starting a building maintenance business comes with risks—from accidental property damage to employee injuries. The right insurance safeguards your business, your team, and your clients, giving you peace of mind and helping you win contracts with confidence. Don’t leave your hard work unprotected—get covered and focus on growing your business.

Disclaimer: This information is for general purposes only and isn’t a substitute for professional advice. Always consult a licensed insurance agent or other qualified professional before making coverage decisions.

Here is a simple reference chart to give you an idea of what insurance options you’ll want to consider.

Service / Risk Area	Insurance Type	Why It’s Needed	Minimum Recommended Coverage
All Services	General Liability	Protects against bodily injury, property damage, or lawsuits from clients/customers	$1M per occurrence / $2M aggregate
Employees	Workers’ Compensation	Covers medical costs & lost wages if employees are injured on the job	Required by state law; varies by payroll & state
Vehicles Used for Work	Commercial Auto	Covers accidents involving business vehicles	At least $1M combined single limit
Tools & Equipment	Equipment / Tool Insurance	Protects against theft, loss, or damage to your equipment	Full replacement value of tools and equipment
Specialized Services (HVAC, electrical, handyman)	Professional Liability / E&O	Covers mistakes that cause financial loss for clients	$1M per occurrence / $2M aggregate
High-risk Jobs / Large Projects	Umbrella / Excess Liability	Extra protection beyond general liability or auto limits	$1M-$5M depending on job size
Government / Commercial Contracts	Surety Bond	Guarantees work performance & protects against theft	Amount depends on contract requirements
Client Property Damage	Inland Marine (Optional)	Covers client property in transit or on-site	Value of property being transported or installed
Business Property	Commercial Property	Covers office, warehouse, or storage locations	Full replacement value of buildings & contents

Taxes

Stay Organized, Save Time, and Simplify Tax Season

The US Small Business Administration is a great place to start when it comes to learning about your tax obligations in the US.

For Canada visit the Canada Revenue Agency (CRA).

Tax laws vary by location and business structure, so you’ll need to check your state, province, and local governments to know your business’s obligations.

Your business structure determines what federal taxes you must pay and how you pay them. You can visit the IRS.gov or CRA websites to get a breakdown.

For small business owners in the building maintenance industry, keeping your financial records organized isn’t just good practice – it’s essential. Accurate record-keeping makes tax time less stressful, helps you maximize deductions, and ensures your business stays compliant with regulations. Start building smart habits today and make tax season a breeze tomorrow.

We’ve created a convenient checklist to help keep you on track.

Download PDF: Small Building Maintenance Business Tax Preparation Checklist

Download PDF: Canadian Businesses Tax Preparation Checklist

Tip: Keep all records organized by category and month to make filing easier and ensure you capture every deduction. Regular bookkeeping throughout the year reduces stress at tax time and helps you avoid missed deductions or penalties.

Disclaimer: This information is for general purposes only and isn’t a substitute for professional advice. Always consult a licensed tax professional, Enrolled Agent or Certified Public Accountant before making decisions regarding your business taxes.

Get Legal Counsel

Protect Your Business with the Right Legal Guidance
Running a building maintenance business comes with unique challenges – from contracts and liability to employee management and safety compliance. Having trusted legal counsel ensures you’re covered, helps you avoid costly mistakes, and keeps your business running smoothly. Don’t wait for a problem – get the guidance you need today.

Have contracts for clients, subcontractors, and employees reviewed for compliance with state and local laws.

Legal Help Resources

State Bar Associations: Many state bar associations offer lawyer referral services and may have pro bono programs for small businesses. Search your state name followed by bar association. For example: Kansas Bar Association. You can search on the American Bar Association website as well.
Canada Bar Association: A helpful “Find a Lawyer” resource is available on the site.
Small Business Development Centers (SBDCs): SBDCs often offer free or low-cost legal consultations to small business owners. You can find your local SBDC through the U.S. Small Business Administration's website.
Local Legal Aid Organizations: Some nonprofit organizations provide free legal assistance to small businesses, especially those owned by underserved communities

Here is a link to a free informational website, LawHelp.org.

LawHelp.org | Find free legal help and information about your legal rights from nonprofit legal aid providers in your state

And this site can help you find a lawyer in your area as well as forms about business formations.

Find Laws, Legal Help, and Attorneys - FindLaw