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.
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.
Create a new Bot, give it your one-page list and paste the 'Quote desk' prompt below, filling in the [brackets].
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.
A routine is a job that repeats on its own. Ask the bot to check for new quote requests every hour during working hours.
Use the 'Slow reply nudge' prompt so the bot messages you when a quote request has had no reply for longer than your limit.
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.
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.
From https://usecasy.com/use-case/grokbot-quote-emails-to-job-folders/ · Guide checked 20 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).