Two bots find customers and handle the replies: a 'scout and desk' sales team

🧰 Before you start

• Grok Bot (install buttons on this page) on an X Subscription that includes it
• A clear service with a repeat need (e.g. pumping, cleaning, property maintenance, inspections)
• Your area, prices and the 5-10 questions customers usually ask
• An email account the bots can draft from (start with drafts only)

🪜 Steps (tick as you go)

1. ☐
   1. Pick one repeat service

   Choose a service customers need again and again, like the grease-trap pumping in the source. Repeat work turns each new customer into monthly income.

2. ☐
   2. Write a one-page 'playbook'

   In a Google Doc, write who you sell to, your area, your prices, your answers to common questions, and what must always come to you (discounts, complaints, anything legal).

3. ☐
   3. Create the 'Scout' bot

   In Grok Bot, create a new bot and name it e.g. 'Scout'. Paste the Scout prompt below and share your playbook with it.

4. ☐
   4. Create the 'Desk' bot

   Create a second bot called e.g. 'Desk'. Paste the Desk prompt. Its job starts the moment a customer replies.

5. ☐
   5. Give them a shared 'war room'

   Put both bots and yourself in one group chat (a shared conversation). The Scout hands over each reply there, and both flag anything that needs a human.

6. ☐
   6. Start with drafts only

   For the first week, tell both bots to leave every email as a draft for you to approve. Only let standard replies go out on their own once you trust them.

7. ☐
   7. Track every lead in one sheet

   Ask the Desk to keep a Google Sheet: business, contact, status (contacted, replied, quoted, booked), next step and date.

8. ☐
   8. Optional: clone the playbook for a new marketOptional extra

   Once it works, copy both bots for a second customer type. The source owner did this for property managers.

💬 Prompts to copy

You are Scout, my prospecting bot for [business name], which sells [service] in [area].
Every weekday morning:
1. Find [5] new [type of customer, e.g. restaurants with commercial kitchens / property management companies] in [area] that are not already in my lead sheet [link].
2. For each, note the business name, website, decision maker if public, and one specific reason they may need [service].
3. Write a short, friendly first email (under 120 words, British English) that mentions that reason and offers [offer, e.g. a free first inspection].
4. Save each email as a DRAFT and add the lead to the sheet with status 'drafted'.
Never invent facts or contact details. If you cannot find a real contact, write [NEEDS INPUT]. Post a one-line summary in our war room when you finish.

You are Desk, my customer desk for [business name]. Read my playbook [link] before every reply.
When a customer replies to one of Scout's emails:
1. Answer their questions using ONLY the playbook. Prices, dates and claims must come from it.
2. Aim to book them: offer two time slots from [calendar / my available days].
3. Update the lead sheet status and next step.
4. Standard answers may be [saved as drafts / sent], but ALWAYS stop and ask me in the war room before: giving a discount, agreeing a contract, handling a complaint, or anything not in the playbook.
Each evening, post a summary: new replies, bookings, and what is waiting for me.

🔗 Links

• X post by @rununmanned (source): https://x.com/rununmanned/status/2110060325194145940
• Grok Bot official page: https://x.ai/bot

From https://usecasy.com/use-case/grokbot-scout-and-desk-sales-team/ · Guide checked 16 October 2026 · Prices are rough and shown in USD unless stated (MYR where relevant).