🎯 What you'll have at the endYou'll have a support bot that sorts refund requests by your rules for your approval, a weekly report on why customers want to cancel, and an hourly alert if something goes wrong.

⚡ 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

A plan that includes Grok Bot (The X Subscription Premium from USD 30/month or higher; older SuperGrok and paid Cursor plans still work) and the Grok Bot app on your phone or computer
Your refund policy written as clear rules (time limits, conditions, exceptions)
Access to where requests arrive (helpdesk or support email) and, ideally, read access to your payments system

⏱️ Time neededHalf a day to set up; a few minutes a day approving decisions

💵 Rough costIncluded in your Grok Bot plan (Bot usage is counted separately); your helpdesk and payment tools on their own plans

🪜 Step by step

🐣 Beginner mode: showing the 7 essential steps only. Extra steps are hidden; tap 🚀 Advanced at the top to see all 8.

✅ 0 of 8 steps done 📄 Printable page

1
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Write your refund rules down
Turn your refund policy into short rules: within how many days, for which products, with what proof, and which cases always go to you.
Mark as done
2
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Connect your tools
In Grok Bot, open Connectors and tell it what you want to connect (your helpdesk or support inbox, and your payments system). Approve with one click. Start with read-only access.
Mark as done
3
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Create a Support bot and add the rules
Create a new Bot, attach your refund policy file and paste the 'Refund reviewer' prompt below.
Mark as done
4
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Approve each decision
The bot suggests grant or deny with its reason and a draft reply. Nothing happens until you approve. Check its reasoning closely for the first two weeks.
Mark as done
5
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Run a weekly churn report
Churn means customers leaving. Use the 'Why customers leave' prompt to group last week's cancel threats by reason, length of subscription and competitors mentioned.
Mark as done
6
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Ask it to reproduce bugs
For software or website problems, tell it to try to recreate the issue on its own computer, record a short video and write the steps, so whoever fixes it starts with proof.
Mark as done
7
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Turn the jobs into routines
A routine is a job that repeats on its own. Ask the bot to make the refund review run every morning and the churn report every Monday. Check results from the Grok Bot phone app.
Mark as done
8
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Optional: an hourly alert
Use the 'Hourly alert' prompt so it messages you only when something unusual happens, such as a spike in refund requests.
➕ Extra step: hidden in 🐣 Beginner mode Mark as done

💬 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.

💬 Refund reviewer

You are the refund reviewer for [business name]. Our refund policy is attached: [policy file name]. Summary: [e.g. full refund within 14 days if unused; no refunds on digital downloads after download; always ask me about orders over USD 200].
Every morning at [9am], read new refund requests in [helpdesk queue / support inbox label].
For each one, check the order or payment in [payments system] and tell me: customer, order, what they asked for, which policy rule applies, your suggestion (grant, partial or deny) with the reason, and a short, polite draft reply.
If a case isn't clearly covered by the policy, mark it 'Needs you'. Never issue a refund or send a reply until I approve that specific case.

💬 Why customers leave (weekly)

Every Monday, look through last week's support tickets in [helpdesk] for customers who threatened to cancel, asked to cancel or mentioned a competitor.
Group them by root reason (price, missing feature, bug, service, competitor) with a count and 2 short quotes each. Show whether the reasons differ by how long they've been a customer [under 3 months / 3-12 months / over a year]. List every competitor mentioned and how often.
Finish with the 3 changes that would keep the most customers, and say which ones are guesses.

💬 Hourly alert

Every hour, check [helpdesk] and [payments system]. Message me only if: refund requests are more than [double] the usual hourly number, any ticket has waited over [4] hours, or the same problem is reported by [3] or more customers. Say what you saw and link the tickets. If nothing is unusual, stay quiet.

⚠️ Tips & common mistakes

This is xAI's own guide about its support team; it doesn't claim specific results, and its example numbers are illustrative.
Keep money decisions with a person: the bot suggests, you approve every refund.
Want an AI to answer customers directly instead? See our guide 'One person plus AI handling thousands of support chats'.
Write the policy once and keep it in one file. When the bot gets something wrong, fix the policy file, not just the one reply.

🌟 Why it's worth it

💡 Why it mattersRefunds and cancellations are where support time and money leak. Checking every request against one written policy keeps decisions fair and consistent, and the churn summary shows what to fix before more customers leave.

🏷️ Real exampleDavid Gan, xAI: 'Feed your refund policy to Grok Bot. Tell it to review incoming requests, grant or deny each one with your approval, and reply with the decision.' xAI notes the numbers in its screenshots are illustrative.

🔌 Connects to:Helpdesk or support inboxStripeGoogle SheetsGmail

📘 Proof level: How-toA how-to guide, template or new feature from the maker or a guide site. It shows what you can set up and claims no particular results.

📰 Found via Official site · x.ai: x.ai guide: Grok Bot for Support (by David Gan) ↗