What to Expect as a New Client at Molen & Associates: Your Tax Prep Process, Start to Finish

Whether you’re a first-time filer with Molen & Associates or a New Client at Molen & Associates or just want to understand how we work, this guide will walk you through every step of our tax preparation process. Our mission is to make sure you feel like family, learn something new every visit, and experience the passionate engagement of our expert team—while removing the stress and confusion that tax season often brings.

Step 1: What to Do for a New Client at Molen & Associates Before Your Appointment

We’ve streamlined our process to provide you with faster, smarter service for New Client at Molen & Associates. To get started, we’ll need the following four items before we can begin preparing your tax return:

1. Signed Engagement Letter
This document outlines the scope of our services and your rights as a client. You can find it in your secure client portal or request an electronic version via Zoho Sign.

2. Completed Intake Questionnaire
This allows us to understand your unique tax situation and goals. It’s one of the most important parts of the process and must be submitted for each return we’re preparing.

3. Required Tax Documents
Please upload all W-2s, 1099s, business income and expense summaries, and other relevant tax materials to the “Tax Info” folder in your secure portal. You can reference your prior year’s return or use our document checklist to make sure you’ve included everything.

4. $200 Deposit ($600 for business returns)
This non-refundable deposit confirms your place in our queue. You’ll receive an invoice link via email once we receive any of the first three items. This deposit is applied to your final bill.

Step 2: Advisor Review & Meeting

After our experienced data entry team inputs and reviews your return, one of our advisors will reach out to schedule a 30-minute review session. Meetings can be held in person, by phone, or virtually.

Topics commonly covered:

Direct deposit or payment setup with the IRS
Review of income, deductions, and potential audit risks
Withholding or estimated payment adjustments (bring your last 2 pay stubs)
Major life changes like marriage, dependents, new businesses, etc.
Personalized tax-saving strategies for future planning

Step 3: Missing Information Follow-Up

If anything is missing during the review process, we’ll send you a personalized “Missing Items” checklist. Your return will remain in a pending status until all documents are received. Once your file is complete, we aim for a 7-day turnaround on your finalized tax return.

Step 4: Final Payment and Return Review

After your advisor has walked through the return with you and confirmed that everything is accurate and understood, we’ll collect the final payment for services. Your initial deposit will be applied to the total cost.

Accepted payment methods:
Online via link (sent by email), phone, or in-office.

Step 5: Signing Form 8879

This IRS-required authorization allows us to e-file your return. You can sign in several ways:

Via DocuSign – Secure and fast. Each party must verify their identity and sign digitally.
Through the Portal – Print, sign, and upload a scanned copy.
In Office – Sign with us directly if you prefer a face-to-face experience.

If filing jointly, both taxpayers must sign before we can submit the return.

Step 6: E-Filing and Refund Tracking

Once we have your signed Form 8879, we will e-file your tax return. E-filing is secure and significantly faster than mailing a paper return. Refunds typically arrive within 8–15 business days.

To track your refund, use the IRS “Where’s My Refund” tool, which provides real-time status updates.

FAQs and Support

What If I Can’t File by the Deadline?
No worries. We file extensions for free—just complete our online extension request form. Remember: an extension gives you more time to file, not more time to pay.

Can’t Find the Right Form or Portal Link?
Our Resources Page includes:

FAQs
Tax document checklists
Extension request links
Business needs analysis
…and more.

Referral Program:
Refer friends and family and get $25 credit per person who completes and pays for their appointment. There’s no limit—stack your credits and save on next year’s return!

Conclusion

At Molen & Associates, we go beyond simple tax preparation. We combine decades of experience with personalized, year-round support to help you make smarter financial decisions and process for a New Client at Molen & Associates. From new entrepreneurs to experienced business owners, our proven process is designed to be educational, efficient, and empowering.

Ready to get started? Upload your documents, complete your questionnaire, and sign your engagement letter today. Let us help you take control of your taxes—with confidence.

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   Bob Henricksn 
 
 
 
 Trustindex verifies that the original source of the review is Google. Very professional service.  Friendly, efficient. and very responsive.
  
 
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   Manolo 
 
 
 
 Trustindex verifies that the original source of the review is Google. Very Good experience with the team we have interacted with during the process, they are friendly, educated on the matters and prompt to respond. I would definitely recommend this company to friends and family.
  
 
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   Andrea Carlson 
 
 
 
 Trustindex verifies that the original source of the review is Google. We have been using Molen & Associates for years for tax preparation.  They are very professional and easy to work with. No notes! Give them a try!
  
 
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   B F 
 
 
 
 Trustindex verifies that the original source of the review is Google. My first time using Molen Tax Services. I was very pleased. Everyone I encountered was very friendly and professional. I will be using the company next year.
  
 
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   Homerman65 
 
 
 
 Trustindex verifies that the original source of the review is Google. If you are wanting honest and sincere tax preparation, this is where you need to go.  We have worked with other well know tax preparation companies and ended up at the bottom of their priority list because we chose not to get the Platinum advance or whatever it was called this year.

We had to file a previous year along with our current year.  Brittany was awesome.  She was able to calm the nerves associated with filing taxes and tax preparation as a whole.  She answered ALL of our questions and even asked questions that we would have never thought of.   She made us feel that there was nothing to worry about, She was looking out for us and not to get us.   We will be asking for her again this next year.

I'm definitely recommending Molen & Asociates to everyone I know.  The fact that they are booked solid during tax season only confirms the fact that they are good at what they do.
  
 
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   Monica Avalos 
 
 
 
 Trustindex verifies that the original source of the review is Google. Grateful to have found this place and its people. Grace and Kathy have been patient with me as a new business owner. They are supportive and attentive with their knowledge and time. I highly recommend any new business owner to use Molen for their bookeeping and tax services.
  
 
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   mario escobedo 
 
 
 
 Trustindex verifies that the original source of the review is Google. Every year we have done business with Molen for our tax return prep and business advice, we leave with a sense of confidence that we have chosen the most qualified people to take care of us in all of Houston. We would like to extend our gratitude to Brittany for being thorough, friendly, and superb at doing her job. Although we have the option of handling everything electronically, we choose to go in for the final signing just to have that person to person friendly interaction.
  
 
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   Jo Anna Green 
 
 
 
 Trustindex verifies that the original source of the review is Google. I have used Molen and Associates for at least 15 years or more for my tax preparation. They are very professional and very friendly in all aspects of the process. I'm on my second tax preparer and feel that shows you they must be a good company to work for. I'm very happy with how my tax return is completed each year and how honest they are, I have no worries the IRS won't accept my return. I highly recommend Molen & Associates if you are looking for someone to do your taxes.
  
 
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   Jacqueline Scroggins 
 
 
 
 Trustindex verifies that the original source of the review is Google. They have made filling our taxes less burdensome. It reassuring to know they are there every step of the way and they work hard to create lasting customer connections through accuracy and attention to detail.
  
 
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 Trustindex verifies that the original source of the review is Google. Professional, trustworthy, friendly; feels like family. Best team to work with.