A bot that bundles every supplier invoice for your accountant each month

🧰 Before you start

• A paid plan that includes Grok Bot: SuperGrok / SuperGrok Plus / SuperGrok Heavy, or a paid Cursor plan
• The Grok Bot app on your phone (iPhone or Android) or computer (Mac / Windows / Linux)
• The email account where supplier invoices arrive
• Your accountant's email address
• A Google Drive folder for invoices

🪜 Steps (tick as you go)

1. ☐
   1. Make a folder

   In Google Drive create a folder 'Invoices' with one sub-folder per month, e.g. '2026-10'.

2. ☐
   2. Create a new Bot for this job

   Open Grok Bot, tap + (New chat) then Create new Bot. Give it a name that says the job, so you always know who does what.

3. ☐
   3. Paste the Invoice Hunter prompt

   Copy the prompt below, fill in your details and send it. Connect your email and Google Drive when asked.

4. ☐
   4. Test on last month

   Ask: 'Do last month now, but don't send anything.' Compare the index with your own records.

5. ☐
   5. Fix the misses

   If it missed invoices that arrive another way (WhatsApp, supplier portal), tell it where they come from or forward them to your email.

6. ☐
   6. Set the schedule

   Ask it to run on the [3rd] of each month and message you for approval.

7. ☐
   7. Approve and send

   Read the index, reply 'approved', and the Bot emails the bundle to your accountant.

💬 Prompts to copy

Every month on the [3rd] at [9 a.m.]:
1. Find all supplier invoices from last month in my email ([email]). Look for PDFs and emails with words like invoice, bill, tax invoice.
2. Save each PDF to Google Drive > Invoices > [YYYY-MM], renamed 'supplier – date – amount'.
3. Make an index sheet: supplier, date, invoice number, amount (MYR), SST if shown, file link.
4. List anything that looks like a duplicate or is missing a number.
5. Message me the totals and ask for approval. Only after I say 'approved', email the folder link and index to [accountant email].
Never pay, never delete emails.

🔗 Links

• Grok Bot docs (official): https://docs.x.ai/grok-bot
• Grok Bot use cases (official): https://x.ai/bot/use-cases
• Invoice Hunter template (community, grokbot.dev): https://grokbot.dev/marketplace/invoice-hunter/

From https://usecasy.com/use-case/grokbot-invoice-bundle/ · Guide checked 15 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).