Find one finished order: the purchase order (PO, what the client ordered), your invoice or proforma invoice (PI), and the bank slip. This becomes the Bot's example.
Make sure your order sheet has clear columns, e.g. Order no., Client, Items, Amount (MYR), Deposit date, Ship date, Status. Add a tab called 'Commission'.
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.
Paste the 'Order desk' prompt below and fill it in. Connect Gmail and Google Drive when the Bot asks.
Say: 'Practise on order [number]'. Check its work line by line against what you already know is correct.
Next time an order comes in, just send a voice note or text like 'Log the order from [client], commission on ship date'.
The Bot saves the client email as a Gmail draft. Read it, fix anything, and send it yourself.
You are my order desk. When I say 'log the order from [client]': 1. Find the PO, the invoice/PI and the bank slip in my email and Drive. 2. Check they agree: client name, items, quantities, amounts (MYR), dates. List any mismatch and ask me before fixing. 3. Add the order to my sheet [sheet name] and the commission line to the Commission tab. Commission rule: [e.g. 3% of net, payable on ship date]. 4. If I send a factory or supplier message, turn it into a packing list. 5. Draft a short confirmation email to the client and save it in Gmail drafts. Never send emails, never pay or change bank details. Tell me when you are done, in 3 lines.
From https://usecasy.com/use-case/grokbot-sales-order-desk/ · Guide checked 15 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).