Grok Bot back-office team for an HVAC firm

• He co-owns a small HVAC and building controls company, about 10 employees per his comment, and runs about two dozen Grok Bots for it and his family. His Chief bot wrote the post by asking every bot what it does.
• Work Mail: a watcher wakes it within about a minute of new mail. It reads every email in full, files it into one of about 100 job folders, saves job files like returned submittals and drawings to that job's Dropbox folder, and routes it to the right specialist. It knows the shop rules: who handles which customer, who never gets cc'd, reply to the newest message.
• Abbott, the project manager, keeps the master job tracker: next action, open items with owners, notes, and billing against the invoice sheet. It runs a weekday morning sync of billed, paid and left to bill, nudges techs missing field reports in the evening, sends a 6:30 PM roundup, and drafts replies in his voice. Nothing goes out under his name without his OK.
• Email Log writes one skimmable entry per email that needs human eyes. A 23-page punch list PDF becomes three bullets.
• SPAM checks where links really go. One strike puts a sender on the blocklist; a second builds a server-side filter.
• Alarms reads building-automation alarm emails, compares them with each site's history (about 2,100 logged since March) and escalates only clusters, with a Monday recap to the service team.
• Purchases writes vendor POs in QuickBooks tagged to the job, emails the vendor, saves the PDF, and tracks each PO through acknowledgment, pickup, backorder and invoice. It updates item costs when prices change.
• Invoices: when a check comes in, he gets a one-tap approval card with the job, amount and balance; then it records the payment in the master invoice sheet, backing it up first and checking formulas after. It reads contracts for pay-app dates, retainage and required forms, and flags mismatched or double-recorded payments.
• Receipts: techs email receipt photos, and it logs them by job and category with a duplicate check. Monthly, it matches every card charge to a receipt and chases missing ones with the office manager.
• AC Finance keeps a 12-month cash forecast and a phone dashboard, pulls read-only QuickBooks reports weekly, reconciles, and flags the tightest months.
• COI works out certificate of insurance wording from contract language and checks the issued PDF line by line before anything goes out.
• Submittals pulls equipment lists from drawings, builds the product data package, and drafts a reply to every engineer comment (29 on one job).
• Bids, on a separate account, logs invitations, addenda and awards, builds estimate packages from their templates and gives a bid/no-bid lean.
• At home he runs more bots for the family; he didn't go into the same detail on those.
• What he says made it work: one job per bot; bots that talk to each other (Work Mail routes, Purchases tells AC Finance about every PO, Receipts and Invoices feed the forecast); shared master rules (do your homework first, never duplicate another bot's work, never send anything to a customer or vendor without approval or a standing OK); and tuning in plain English.
• From his comments: a small Python script holds an IMAP IDLE connection to the mail server and wakes the bot by webhook, so the AI only runs when there's real mail. He calls it his biggest win for both speed and cost. Work mail is Rackspace over IMAP; personal mail is Gmail. His finance bots get most bank and transaction data through Grok Bot's Plaid finance connector, while AC Finance builds the cash forecast from read-only QuickBooks reports plus what the other bots tell it. He's on Ultra, at about 50% of weekly usage. Approvals went down over time as he gave standing OKs and used the Vault.
• Heads-up: the bots aren't isolated. They share one computer and its connections, and stay in their lanes only by written rules. In his words: "If security is your biggest concern this likely won't work for you."

“If security is your biggest concern this likely won't work for you”— u/reddituser4049 (r/GrokBot), Reddit

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