Templates
Grok Bot templates for Book Keeping
Copy these setup prompts into a new Grok Bot to help with your book keeping. Each one says what the bot does, the prompt to paste, and a schedule that works for most small businesses. Swap in your own tools and folders.
Before you start: Have your bookkeeper or accountant review anything financial before you rely on it. Tell your bot to prepare drafts and suggestions, not to approve payments, file taxes or change your books on its own.
Grok Bot: AI assistant app that runs autonomous bots with their own cloud computer and browser. They can work your email, CRMs like Follow Up Boss, the web, and recurring routines. Price: check site. No standalone price found. Included with eligible paid plans with weekly usage. Check the official site for current plans.
Receipts and expenses
Receipt and expense sorting from email
What it does: Finds receipts in your inbox, saves them in one place, and logs them in a spreadsheet.
Every evening, search my inbox at [EMAIL] for receipts, invoices from vendors, and order confirmations from today.
For each one, save the PDF or a screenshot to [FOLDER]/[YEAR]/[MONTH] named date_vendor_amount.
Add a row to [SPREADSHEET] with date, vendor, amount, payment method and a suggested category.
If you are not sure about a category, mark it "Check" instead of guessing.
Send me a short summary.Suggested schedule: Daily at 8 PM
Getting paid
Invoice chasing reminders
What it does: Finds unpaid invoices and drafts polite reminders.
Each Monday and Thursday, check [QUICKBOOKS OR XERO] for invoices that are past due.
For each, draft a polite reminder email that includes the invoice number, amount, due date and payment link.
Make the tone friendly at 1 to 7 days late, firmer at 8 to 30 days, and flag anything over 30 days for me to call.
Send me all drafts for approval. Do not send anything yourself.Suggested schedule: Monday and Thursday at 9 AM
Reports
Monthly P&L and expense summary
What it does: Turns your monthly reports into a plain language summary.
On the 3rd of each month, open last month's profit and loss and expense reports in [QUICKBOOKS OR XERO].
Write a one page summary: revenue, total expenses, net profit, and the 5 biggest changes from the month before.
List any expenses that look unusual or duplicated.
Save it to [FOLDER] and send it to me. Label it as a draft for my bookkeeper to review.Suggested schedule: Monthly on the 3rd
Categorizing transactions for QuickBooks or Xero
What it does: Suggests categories for uncategorized bank transactions so your review goes faster.
Each Friday, open the bank feed in [QUICKBOOKS OR XERO] and list every uncategorized transaction.
For each, suggest a category based on my past choices for that vendor and my chart of accounts.
Put the list in a table with date, payee, amount, suggested category and how sure you are.
Do not accept or change any transactions. I or my bookkeeper will approve them.Suggested schedule: Weekly on Friday
Tax time
Tax-time document checklist
What it does: Builds a checklist of the documents your accountant will need and tracks what is missing.
In January, build a tax document checklist for my business, [BUSINESS TYPE] in [STATE].
Include 1099s to send and receive, W-2s, bank and card statements, loan statements, mileage logs, asset purchases, and last year's return.
Search my inbox and [FOLDER] for each item and mark it found or missing with a link.
Each week, send me what is still missing until my accountant has everything.Suggested schedule: Weekly from January 5 until filing