⚙️Operations & Admin · Step-by-step guide

Turn every quote request email into a job folder and a task for the right person

A small drafting business connected Grok Bot to its email. Whenever a new client asks for a quote, the bot makes a project folder with the details from the email, adds a task to the team's to-do board, assigns the right person and nudges the owner if a reply is taking too long. He also had it fix the basics on his website that help Google find it.

⏱️ 2-3 hours to set up; a quick check each morning🎯 Medium💵 Included in your Grok Bot plan; your email, storage and task board on their own plans📋 7 steps
🤖 Grok Bot🙋 Personal post
🎯 What you'll have at the endYou'll have a bot that spots every new quote request, sets up a job folder and a task for the right person, and reminds you when a client has waited too long.

👀 What you'll get

Example

Here's the kind of thing you'll have at the end:

📊 ReportQuote desk · Tuesday 11am run

New quote requests (2)

  • Hana Lim: built-in wardrobe, 2.4 m wide. Folder '2026-10-20 Hana Lim - Wardrobe' created, task given to Sam, due tomorrow
  • Teo Café: counter refit. Folder created, task given to Priya. Missing: floor plan and budget

Waiting too long (1)

  • Raj Kumar, kitchen cabinets: no reply for 2 days. Link to email

Not quote requests: 3 emails left alone.

🧪 Made-up sample to show the kind of result. Your output will vary.

💸 What will this really cost me?

Prices checked 20 Oct 2026
🧪 To try it once
Free trial credit for new Grok Bot accounts (it runs out by how much work the bot does, within 7 days). After that you need The X Subscription Premium at USD 30 (MYR 122) a month.
🔁 To keep it running
Included in Premium: USD 30 (MYR 122) a month, or USD 25 (MYR 102) a month paid yearly. Super (USD 100 / MYR 408) and Ultra (USD 200 / MYR 816) give bigger weekly allowances.
⚠️ Watch out for
Your email, file storage and task board stay on their own plans. Bots share one weekly allowance; past it, extra work is paid from prepaid credit, so set a monthly limit. The Plus plan (USD 8 / MYR 33) doesn't include Grok Bot.

🔗 Official pricing: The X Subscription pricing · Grok Bot plans & usage

Prices change often, so check the links before you pay. Amounts exclude tax. MYR at USD 1 = MYR 4.08 (Bank Negara Malaysia, 19 Oct 2026).

⚡ One-click install

Checked install pages (app stores, official sites and template pages): tap to get it straight away.

⬇️ Get Grok Bot on iPhoneApp Store⬇️ Get Grok Bot on AndroidGoogle Play⬇️ Download for desktopOfficial download page

🧰 Before you start

⏱️ Time needed2-3 hours to set up; a quick check each morning
💵 Rough costIncluded in your Grok Bot plan; your email, storage and task board on their own plans

🪜 Step by step

🐣 Beginner mode: showing the 6 essential steps only. Extra steps are hidden; tap 🚀 Advanced at the top to see all 7.
✅ 0 of 7 steps done 📄 Printable page
  1. 1
    ☐

    Write down how you sort jobs

    On one page, list your job types and who handles each (for example 'kitchens: Sam, shop fit-outs: Priya'). Add how fast a client should get a reply, such as within one working day.

  2. 2
    ☐

    Connect your tools

    In Grok Bot, open Connectors and connect your email, your folder storage and your task board. Approve each one. Start with your work email only, not personal mail.

  3. 3
    ☐

    Create a 'Quote desk' bot

    Create a new Bot, give it your one-page list and paste the 'Quote desk' prompt below, filling in the [brackets].

  4. 4
    ☐

    Test with one old enquiry

    Ask the bot to process one quote request from last week. Check the folder name, the notes it copied from the email, the task and the person it picked.

  5. 5
    ☐

    Make it a routine

    A routine is a job that repeats on its own. Ask the bot to check for new quote requests every hour during working hours.

  6. 6
    ☐

    Add the slow-reply reminder

    Use the 'Slow reply nudge' prompt so the bot messages you when a quote request has had no reply for longer than your limit.

  7. 7
    ☐

    Optional: fix your website basics

    If your website is on a builder like WordPress or Squarespace, connect it and use the 'Website check' prompt. Approve each change before it goes live.

    ➕ Extra step: hidden in 🐣 Beginner mode

💬 Copy-paste prompts

Tap Copy prompt, paste it into your AI (Grok, ChatGPT, Claude or Gemini), then replace the [yellow bits] with your own details.

💬 Quote desk
You are the quote desk for [business name]. Every hour from [8am] to [6pm], check [email inbox] for new emails asking for a quote or price.
For each new quote request:
1. Create a folder in [Google Drive > Jobs] named '[YYYY-MM-DD] [client name] - [job type]'. Save the email as a PDF and any attachments inside it.
2. Write a short 'Job notes' document in the folder: client, contact details, what they want, sizes or quantities, deadline, budget if given, and anything missing.
3. Add a task to [task board > Quotes] with the client name, job type, a link to the folder and a due date [1 working day] from now.
4. Assign it using this list: [job type = person].
Don't reply to the client. Don't touch emails that aren't quote requests. If you're unsure whether an email is a quote request, list it for me instead.
💬 Slow reply nudge
Every day at [10am] and [3pm], check the Quotes tasks. If a quote request is more than [1 working day] old and nobody has replied to the client from [email], message me with the client name, how long they've waited and a link to the email. Stay quiet if nothing is late.
💬 Website check (optional)
Look at every page of [website address]. List: pages without a search title or description, images without alt text (a short description for people who can't see the image), links that lead to error pages, and whether the sitemap is submitted in Google Search Console. Suggest the fixes in plain English and wait for my yes on each one before changing anything.

⚠️ Tips & common mistakes

🌟 Why it's worth it

💡 Why it mattersQuote requests that sit in an inbox turn into lost jobs. Having the folder, the task and the owner set up the moment the email lands means nobody has to remember, and slow replies get flagged before the client gives up.
🏷️ Real exampleJames Johnston, owner of Mavericks Millwork Drafting, says the bot finds quote requests, creates the project folder, adds and assigns the task on his board and reminds him when he's slow to respond. On his website it added page titles and descriptions to all 7 pages, alt text to 91 of 94 images that had none, and submitted his sitemap to Google (he says only 2 of 7 pages had been showing in Google).
🔌 Connects to:Gmail or OutlookGoogle Drive or DropboxTrello, Asana or another task boardYour website
🙋 Proof level: Personal postOne person's own account on X, Reddit, YouTube or a blog. Nobody has checked it: treat any numbers as their results, not a promise.
📰 Found via X (Twitter): James Johnston (@Mav_Millwork) on X: how Grok Bot runs his quote intake ↗

🔗 Helpful links

🔗 James Johnston on X (source) ↗🔗 Grok Bot docs: connect your apps ↗🔗 Grok Bot docs: skills, routines and automations ↗🔗 Google Search Console: Sitemaps report ↗

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