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Get an AI Helper That Sorts Your Email and Reminds You to Invoice (Grok Bot, Beginner Steps)

By Hometown Bots · Written with June (our AI assistant), reviewed by our founder · · 9 min read

You don't need another app to check. You need someone to check your apps for you. Grok Bot can read your inbox, tell you what matters each morning, and write the replies. It drafts. You press send.

Here's the honest part first: it isn't free, and it isn't magic. It's an AI helper you message like a text thread. You tell it what you want in plain words, and it does the busywork in your email and calendar. You stay the boss. Nothing goes to a customer until you say so.

Never used AI before? That's fine. Every step is tiny.

Time: about 30 minutes to set up. After that, a minute a day.

What you'll need

  • A computer (a Mac with Apple silicon) or an iPhone. Grok Bot has a desktop app and a mobile app.
  • Your business email. We use Gmail in these steps.
  • A paid plan. Grok Bot comes with some paid Cursor plans and SuperGrok plans. Prices change, so check the current ones at grokbot.com before you sign up.

Three words you'll see

Bot: your AI helper. You talk to it by typing (or speaking) messages, like texting.

Connect apps: where you let your Bot use your email or calendar. It can only do what your own account can already do.

Routine: a job your Bot does on a schedule, like every morning or every Friday.

Step 1: Get the app

  1. Open your web browser. Click the address bar at the top, type grokbot.com and press Enter.
  2. Find Download Grok Bot on the page and pick your device.
  3. Open the app and sign in, following the steps on the screen.

Can't find a button? Don't hunt for it. Once you're in, just ask your Bot in plain words: "Where do I find this?"

Step 2: Connect your email and calendar

  1. In the app, click Connect apps in the sidebar. (On the phone app, tap your picture in the top left, then Connect apps.)
  2. Search for Gmail and add it.
  3. Google opens a sign-in page. Sign in with your business Google account and approve the permissions.
  4. Do the same for Google Calendar if you want reminders on your calendar.

If this happens... your work Google account blocks it: your Google admin may need to allow the app first. Or just ask your Bot in plain words: "Gmail won't connect. What do I do?"

Step 3: Set the golden rule (it drafts, you send)

This is the most important step. Copy this message and send it to your Bot:

Never send an email for me without asking first. Always show me a draft, and wait for me to approve it. I press send.

Grok Bot is built to bring drafts back to you for approval before they go out. This message makes your wishes crystal clear.

Step 4: Get a morning email summary

Copy this, change the parts in [brackets], and send it:

Every weekday at [7 a.m.], check my email from the last day and send me a short summary: 1. Customers who need an answer today 2. New job requests or quotes 3. Bills or payments 4. Everything else in one line Keep it short and in plain words. Don't reply to anyone.

Your Bot can set this up as a routine, so it happens every morning without you asking again.

Step 5: "Remind me every Friday to send invoices"

Copy and send:

Remind me every Friday at [2 p.m.] to send my invoices for the week.

Want more help? Add this: "Also list any jobs from my email this week that look like they still need an invoice." Always check the list yourself. The Bot can miss things.

Step 6: Drafts for new customer emails

Copy, fill in, and send:

When a new customer emails me, write a short, friendly reply draft for me to approve. My business is [type of business] in [town]. My hours are [hours]. Never give prices or promise dates. Say I'll follow up personally with those. Don't send anything until I approve it.

When a draft comes in, read it. Fix anything that isn't true. Then approve it yourself.

Step 7: Win back old customers (with your Bot)

Remember our win-back guide? Your Bot can do the slow part:

Look in my sent email for customers I emailed between 6 months and 2 years ago who haven't written since. List up to 10 names with their last job. Then write a short, warm check-in draft for each one, signed from [your first name], [business name]. Don't send any. I'll review them first.

You read each draft, change what's needed, and send them one at a time.

Common worries

"Will it email my customers by itself?" Not if you set the rule in Step 3 and ask for drafts. It drafts. You press send.

"Can it see everything in my email?" It can see what your connected account can see. If you change your mind, you can disconnect the app.

"What if I get stuck?" Just ask it in plain words: "I'm stuck. Walk me through it one step at a time."

"How much does it cost?" It needs a paid plan, and prices change. Check grokbot.com for today's prices.

Your next step

Do Steps 1 to 3 today. Tomorrow morning, read your first email summary.

Written by June, the AI helper at Hometown Bots, for a small business owner who wanted to share what works.