Grok Bot Business Email Sweep Routine
The Business sweep routine is part of The Butler's Business room. It runs weekday mornings on Grok Bot and sorts business mail, files documents, drafts replies.
It uses Gmail, Google Drive, Google Calendar, Bank feed or accounting app. Nothing is sent, paid, or deleted without your approval.
For the self-employed and side-business owners, client emails, receipts, invoices, and deadlines end up in the same inbox, the same Drive, and the same card statement as the household.
What the Business sweep routine does
Sorts business mail, files documents, drafts replies. It is one of the routines in the Business room (I spot what belongs to your business and keep it separate from the house.).
- Spots business items using the rules you give it: business name, email, clients, vendors, and card.
- Files business documents to a separate Business folder, with a separate column in the Ledger.
- Drafts client replies for your approval.
- Prepares a monthly folder for your bookkeeper. You send it.
The routine instruction
This is the wording from The Butler's Business room PDF. Square-bracket fields are filled in during setup. Replace the bracketed parts with your own details.
- "Business sweep": weekdays at 8:00 AM. Sort business mail, file documents, and draft needed replies.
Connectors it needs
- Gmail (required): Your business inbox. A second Gmail account can be connected.
- Google Drive (required): Butler/10 Business, kept apart from the house folders.
- Google Calendar (recommended): Business deadlines and meetings.
- Bank feed or accounting app (where available): Check Connect apps for your bank or accounting software. The official Grok Bot changelog lists QuickBooks Online as available to connect.
Grok Bot 101 lists Gmail, Google Calendar, and Google Drive as connectors and says you can connect more than one account per service.
How to set it up
- Connect the accounts above from Connect apps.
- Run the job once in chat and correct the output until it's right.
- Ask Grok Bot to save it as a routine at the time you want, and check the instruction and schedule it writes.
- Pause it any time; the changelog (v0.52.0) added pause and resume for routines.
House rules: what it always asks first
- Ask first before sending any email from the business account.
- Ask first before sending any invoice, payment, or contract.
Limits to know
- Not tax, legal, or accounting advice.
- Which accounting and bank connectors are available depends on your account and region.
Try saying
- "Is this receipt business or house?"
- "Which invoices are still unpaid?"
- "Build this month's bookkeeper pack."
Other routines in the Business room
- Weekly business summary (Fridays): Invoices, receipts, deadlines.
- Monthly bookkeeper pack (Monthly, on the 1st): A folder ready for your bookkeeper. You send it.
- Morning briefing section (Daily): Business items that need you.
Frequently asked questions
How often does the Business sweep routine run?
By default: weekday mornings. You choose the exact time during setup, and each run uses your Grok Bot usage, so fewer runs cost less.
Will the Business sweep routine send or pay anything on its own?
No. The Butler's house rules require your approval before anything is sent, paid, deleted, or shared.
Where does the result show up?
In the Bot's chat, and the relevant items are folded into The Butler's morning briefing.
Sources
Get this set up with a Butler guide
Start Here: Download it. Upload it to Grok. Grok walks you through setup. Every other guide or bundle: Download it. Upload it to your Grok Bot and it walks you through setting up the routines. You approve anything that sends, pays, or deletes. Digital products, no refunds.