Workplace

Sales

Not tested yet: We haven't run this. The Daily Bot has no phone system or call recordings linked to a Grok Bot, so every step comes from Tucker Yarbrough's Oct 15 post and Cursor's docs. He doesn't say which phone system holds the recordings, how the Bot gets them, or how the report reaches the team inbox. Recheck his posts for the setup. He hasn't published the booking rate, the bucket accuracy or the cost of this routine. Recheck his posts for numbers. He asked for per-user spend limits and says he applied for Enterprise. Recheck the Teams docs and his posts for changes. We haven't run this. The Daily Bot has no SumoSign key, Xero inbox or client proposal template linked to a Grok Bot, so every step comes from @techopsasia's videos, posts and the public bot page. He hasn't published hours saved or close rates. Recheck his posts after he publishes the Meeting to Money template more widely. SumoSign is his own product. Treat the signature connector as one option; the playbook still works with another e-sign tool you can drive from Grok Bot. Marketplace listings say routines ship disabled; we haven't installed one to confirm the toggle label. The Connect apps label for adding plugins comes from the changelog, not the docs.

Grok Bot for home services: a daily call review and booking rate

How an Oklahoma HVAC and plumbing shop has Grok Bot sort every inbound call at 5 PM and report a booking rate it used to guess.

Work value 5/10

You can have a Grok Bot listen to every inbound call your team took today, sort each one, and hand you a booking rate, split by trade, with the reason each missed caller didn't book. This playbook follows one Oklahoma HVAC and plumbing company that runs that review every day at 5 PM, shows how its six buckets keep the number honest, and gives you a copyable routine to start from. It fits any service business that books jobs by phone.

Not tested: The Daily Bot has no phone system or call recordings linked to a Grok Bot, so we haven't run any of this. Everything below comes from the owner's Oct 15 post, his replies and Cursor's docs.

Who runs it#

The setup belongs to @tuckeryarb, Tucker Yarbrough. His X bio reads "Second-generation operator at Yarbrough & Sons (HVAC and plumbing, Oklahoma)". The company's account, @YarbroughAir, calls it a "Family-owned heat, air and plumbing company based in the #OklahomaCity metro area", and its website says "Family owned. Serving Central Oklahoma since 1988." A Service World Expo speaker page says he is "part of the second-generation ownership team at Yarbrough & Sons, an HVAC and plumbing company in Oklahoma, which he operates alongside his father and brothers."

Disclosure: his bio also lists him as "GetSuite.ai founder - Verified Leads for Home Service Contractors." GetSuite sells "Marketing for home service contractors: video, Meta ads, and GetQuote instant estimates with phone verification before pricing." The call review post doesn't pitch GetSuite, and GetSuite's page doesn't list a call review product.

On Oct 15 at 9:37 PM ET he posted the workflow, addressed to "Home Service Contractors".

What sales uses it for#

"Grok @bot runs a workflow for us every day at 5pm. It listens to every inbound call our team took in the last 24 hours and sorts each one into six buckets":

  1. Never connected.
  2. Not a customer lead.
  3. Existing work.
  4. New demand we booked.
  5. New demand we didn't book.
  6. Couldn't tell.

The math comes next: "Our booking rate is booked divided by booked plus not booked. Calls from existing customers and vendors stay out of it, so the number is honest." Then "it splits HVAC from Plumbing and tells us why the ones we missed didn't book. Price shopping, wanted a different time, not ready." The result "lands in my whole team's inbox with a rolling 30 days."

Our read: the office uses a small slice of the account's usage. He says the account spent "over $28,000 in GrokBot/ Cursor usage in the last month" (post), and then split that: "My dev team at GetSuite.ai is using $25k/mo in cursor dev costs. Then my HVAC and Plumbing team @YarbroughAir are using the remaining 3k exclusively office use." That $3k covers all of the office's work, not only this routine. He says "We have 3 users on currently" and wants "to expand to our full internal team of 12" (post).

Why it matters at work#

His summary is one line: "Before this, we guessed at that number." Our read: a phone-booked business lives on how many new callers become jobs. When existing customers calling about open work, vendors and dropped calls get counted together with new leads, the rate looks better or worse than it really is, and nobody knows which. His buckets pull new demand out on its own, so the booking rate only counts callers who could have become a job. The reasons list turns "we missed some" into something a manager can coach on, such as callers who wanted a different time. Splitting HVAC from plumbing shows which side of the phones needs the work. He hasn't published the rate itself or how much time the review saves.

Set it up#

These steps are ours, built from his post and Cursor's docs; he didn't publish his setup.

Cursor's docs say to create "a separate Bot when the work has a distinct goal, set of tools, working style, approval boundary, or recurring schedule", and in your first message to "give the Bot its job, sources, and approval boundaries, and ask it to remember them" (docs). A daily call review fits that.

  1. Find your recordings. Work out where your phone system keeps inbound call recordings and how the Bot can reach them. He doesn't say how his Bot gets the calls. Grok Bot accepts "Images, audio, and video" as inputs, and audio "can be up to 25 MB" per attachment (docs).
  2. Create one Bot for the job. Give it the six buckets, his booking rate formula and your trades. Tell it that existing customers and vendors never count as new demand.
  3. Run one day by hand. Ask it to review yesterday's calls in chat. Listen to a few calls yourself and check its buckets, especially couldn't tell and new demand we didn't book.
  4. Make it a routine. Paste the prompt below. Routines use the Bot's Timezone setting, and you can "Pick a zone when the routine should follow a different one, such as the office where the work belongs" (routines help). "A new routine waits for its next scheduled time", so use Test, and remember "A test does real work."
  5. Decide how the report reaches the team. If the Bot sends from its own address, every email waits for you to press Send (see Gotchas).
Set up a routine that runs every day at 5:00 PM [shop time zone]. Each run: get the recordings of every inbound call our team took in the last 24 hours from [phone system and where its recordings live]. Listen to each call and put it in exactly one bucket: never connected, not a customer lead, existing work, new demand we booked, new demand we didn't book, or couldn't tell. Calls from existing customers and vendors never count as new demand. Booking rate = new demand we booked divided by (new demand we booked + new demand we didn't book). Split every count and the booking rate by [trade 1] and [trade 2]. For each new demand we didn't book, give the reason in a few words (for example price shopping, wanted a different time, not ready) with the call time and a link to the recording. Keep the daily counts in a log file and report today next to the rolling 30 days. When you're unsure, use couldn't tell and say why; don't guess. Draft the report as one email to [team list] and wait for my OK before it sends. Never call, text or email a customer, and don't change anything in [phone system] or [CRM].

This is our starter built from his post. He didn't publish his prompt. The buckets, the formula, the HVAC and plumbing split, the reasons and the rolling 30 days are his. The log file, the recording links, the couldn't tell rule and the no-contact line are ours.

Gotchas#

  • The missing piece is the phone system. His post doesn't name the system or say how recordings reach the Bot. Sort that out first. Without the audio there is nothing to sort.
  • Bot email never sends on its own. Cursor's help says a Bot needs approval to send email "Yes, every time", and "There's no option for unattended sending" (agent email help). A 5 PM report from the Bot's own address waits until someone presses Send. One email can go to "Up to 50 recipients", which covers a whole office.
  • Keep couldn't tell. It is the honest outlet. A Bot forced to pick a bucket for a garbled call will guess, and a guess in the booked or not booked bucket moves your rate.
  • Keep the 30 days in a file, not in memory. Cursor's docs say "Memory is not a substitute for an authoritative source" (docs). A log file lets you recheck any day's numbers.
  • Daily audio review spends usage. "Each run spends usage" (routines help), and listening to a full day of calls is not a small run. Watch weekly usage for the first week.
  • Spend limits are account-wide today. He wants per-user limits and says the only options are "an account total spend limit, or a “per user target.”" Cursor's Teams docs say "A separate Grok Bot spend cap is not available today. Account-level on-demand controls apply" (docs), and the plans help warns "A limit is not a hard stop in the middle of a run" (plans help). In a reply, shub (@shubgaur, whose X bio lists @spacexsi and @cursor_ai) wrote "You can do this on an enterprise plan!", and Yarbrough answered "Just submitted for Enterprise." Enterprise per-user limits aren't in the docs we checked.
  • An earlier claim is a different task. On Sep 2 he wrote that Grok Bot "Completely automated equipment registration for my team. Was taking us 2-4 hours per week." That is about equipment registration, not the call review, and we don't score it here.

What to watch#

  • The number. He hasn't posted the booking rate, how it moved, or how often the Bot lands in couldn't tell. We'll update this playbook if he does.
  • The setup. Watch his posts for the phone system, the prompt and how the report reaches the inbox.
  • More seats. He wants to go from 3 users to 12 once he has per-user limits, and he has applied for Enterprise. Watch the Teams docs for a per-user Grok Bot spend control.

Sources#

Grok Bot for sales: meeting to proposal, signature, invoice and chase

A SpaceXAI ambassador who also founded e-sign startup SumoSign shows his Bots turning a sales meeting into a proposal, a signature, an invoice and a 14-day payment chase. Our version keeps every send behind your yes.

Work value 5/10

You can hand a Grok Bot the sales admin that usually sits between a good meeting and paid cash: draft the priced proposal, get a signature, raise the invoice, and chase payment if it stalls. This playbook follows one founder who runs that chain today, and gives you a copyable prompt that keeps every send behind your yes. It fits freelancers and small agencies more than enterprise SDRs.

Disclosure: the practitioner, Keith Vaughan, founded SumoSign, the e-signature service in his demos, and is a SpaceXAI ambassador. The workflow doesn't need SumoSign; any e-sign tool you can connect or drive from the Bot's browser, such as DocuSign, Dropbox Sign or Adobe Acrobat Sign, fits the same step.

Not tested: The Daily Bot has no SumoSign key, Xero inbox or client proposal template on a Grok Bot, so we have not run any of this. Everything below comes from the linked videos, posts, the public bot page and Cursor's docs.

Who runs it#

The setup belongs to @techopsasia, Keith Vaughan. His X bio says Cloud, Security and AI Strategy, Founder @cipherprojects, and Ambassador @SpaceXAI. Cipher Projects is an Australian AI strategy and software architecture firm (Canberra, founded 2023) with clients mainly in Australia, Singapore and APAC. He also founded SumoSign, the e-signature API the Signature Bot uses in his demos. As disclosed above, the signature step in his demos uses his own product. The rest of the chain (proposal, invoice, chase) does not depend on SumoSign.

On Oct 14 he posted a 56-second walkthrough filmed in Da Nang: "walk you through how I use Grok Bot to automate my business". He later linked his public template, Meeting to Money by Keith: "Turns a sales meeting into a priced proposal, a signed go-ahead, an invoice, and payment chase. You approve every send. For freelancers and small agencies." In his own video, though, the Invoicing Bot sends the 14-day reminder itself, so not every send in his setup waits for him; the prompt below drafts instead.

What sales uses it for#

  • Proposal from the meeting. In the Oct 14 video he says he has "a proposal bot which turns a meeting into a proposal". The Sep 17 SumoSign demo shows a Quotes-style Bot drafting a Cipher Angels proposal PDF with scope and pricing, then stopping: "Nothing gets emailed or sent for signing until you say so" (on-screen chat in the demo).
  • Signature with a human checkpoint. The same demo connects a SumoSign API key, uploads the approved PDF, builds a field preview, and says "Nothing goes out until you OK the placement." Only after his OK does it send the signing link. SumoSign's own docs say the API key "can never complete a signature" and that every signature is made by a human through a one-time link (llms.txt).
  • Invoice and 14-day chase. In the Oct 14 video: "an invoicing bot which watches my Xero email, and if a payment doesn't come after 14 days, it will send them a reminder". He closes with "the full sales process has been automated for me."
  • One manager Bot, specialist employees. He frames Grok Bot as "onboarding a team of employees": you talk to one main agent, and "the manager will hire all the employees he needs" (proposal, signature, invoicing) to finish the job.

On Oct 11 (ET) he told @poteto the same arc in one line: "I automated every part of sales that happens after a meeting. Proposal, signature and invoice follow up" (post).

Why it matters at work#

Outbound research already has playbooks. The hole for many freelancers and small agencies is the hour after the call: rewrite notes into a proposal, chase a wet or portal signature, raise an invoice, then remember to follow up. In this setup those steps stay with specialist Bots, and the human only approves prices, field placement and each send. His outcome claim is self-reported and has no hours figure.

Set it up#

Follow Cursor's rule to "Start with a one-time task, make it reliable, save the method as a skill, and only then automate it" (docs), and his own "you approve every send" rule from the template page.

  1. Create one Bot for post-meeting admin (or add his Meeting to Money template). Put the approval boundary in the first message: it drafts only; you send.
  2. Connect Gmail from Connect apps so drafts and client mail stay in your inbox.
  3. Connect e-sign. For SumoSign, their agent guide says: Settings → Plugins → Add custom → URL https://mcp.sumosign.app/mcp, header Authorization: Bearer ss_live_YOUR_KEY (API llms.txt). He founded SumoSign. With DocuSign, Dropbox Sign, Adobe Acrobat Sign or another tool, connect it if a plugin exists or let the Bot use its browser, and keep the preview-before-send rule.
  4. Point it at billing mail. He watches "my Xero email". Connect that inbox (or label) so the Bot can see payment notices. Do not hand it write access to Xero until you trust the drafts.
  5. Run one deal by hand with the prompt below. Check the proposal against your rate card, the signature boxes against the PDF, and the invoice against the signed total.
  6. Then add the 14-day reminder routine. Ask the Bot to watch for unpaid invoices and draft (not send) a reminder after 14 days. A new routine "waits for its next scheduled time"; use Test to try it, and remember "A test does real work" (routines help).
You own post-meeting sales admin for freelancers and small agencies. After I paste or attach notes from a sales meeting: 1) Draft a priced proposal PDF with clear scope, options, and a total. Use only prices I give you or that live in our rate card file. Ask me before locking any rate. 2) Show me the draft and wait. On my yes, prepare it for e-signature with the client name and email I give you, show me a field-placement preview, and do not email the signing link until I OK the boxes. 3) After the signed PDF is back, draft the invoice from the signed total and leave the send in drafts. 4) Watch the email where Xero (or our billing tool) sends payment notices. If 14 days pass with no payment confirmation for that invoice, draft one reminder email and leave it in drafts. Never invent a price, never send a proposal, signing link, invoice or reminder without my explicit yes for that message, and never mark anything paid yourself. When you finish a step, give me the artifact and what is waiting on me.

His Signature Bot sends after he OKs placement. Our prompt leaves invoice and reminder as drafts, matching Cursor's advice to "keep sending, purchasing, deleting, publishing, and production changes behind approval" (docs). Switch each step to send only after a week of clean drafts.

Gotchas#

  • He sells the signature tool. SumoSign is his company (keithassociates.com/work). The proposal and chase steps still stand if you swap e-sign providers. Do not treat his demo as an independent review of SumoSign.
  • Prices must come from you. The Sep 17 chat shows the Bot waiting on a client brief and rates before locking a proposal. If you skip a rate card, it will invent or stall. Put numbers in a file and tell it to read that file only.
  • Preview before the signing email. Both his demo and SumoSign's docs require a human OK on field placement. Blind-sending signature boxes is how you get a signed blank page.
  • Xero is watched by email in his setup. He did not say he connected a Xero API. An email watch can miss a payment posted without a notice. Confirm the first few chases against Xero itself.
  • Reminders that send themselves. He says the Bot "will send them a reminder". Our prompt drafts instead. If you later allow sends, keep one reminder per invoice and a clear stop once paid, or you will spam clients.
  • Shared computer and logins. "Every Bot on your account uses the same computer: browser sessions, files, and command-line credentials are shared" (docs). A SumoSign or Xero session one Bot opens is open to your other Bots.
  • Each run spends usage. A daily unpaid-invoice check is cheaper than watching every mail event. Pause what you are not using (routines help).
  • Xero can chase on its own. Xero's built-in invoice reminders email customers when an invoice is due or overdue, on up to five schedules you set, for invoices marked as sent (Xero Central). If a fixed 14-day email is all you need, turn that on instead of a Bot routine.

What to watch#

  • Template publish state. In the Oct 14 video the Meeting to Money row showed "Unpublished" next to Publish / View Details, while the public add link still loaded on Oct 14. Watch whether he publishes it to the marketplace list.
  • Real numbers. No hours saved, close rate or reminder reply rate yet. We will update this playbook if he posts them.
  • His Oct 18 Da Nang talk. He is speaking at AI Tinkerers Da Nang on Oct 18 about AI strategy and Grok Bot (post). New setup detail from that talk belongs here.
  • Official sales templates. Grok Bot's marketplace also lists broader sales bots (for example Sell Bot) that cover outreach through expansion. This playbook is only the post-meeting money path.

Sources#

Grok Bot for sales: a playbook for prospecting, sequences, and pipeline

What SpaceXAI's sales staff hand to Grok Bot, the routines they run, and the rule they all keep: the Bot drafts, you send.

Work value 6/10

Sales is where SpaceXAI staff have published the most detailed Grok Bot setups. The pattern is the same across them: the Bot researches, drafts, and stages work overnight or before you start, and a person sends. This playbook pulls those setups together for an AE, SDR, or anyone who runs outbound.

Not tested: The Daily Bot runs on a Bot computer without the Grok Bot desktop app, so we haven't connected a CRM or run these routines. Everything below comes from the linked docs, staff guides, and marketplace listings.

What sales uses it for#

  • Morning outbound. Stefan Markarian, an SDR at SpaceXAI, writes in the SDR guide: "Most of my day used to disappear into outbound work: research the account, find the right people, write the first touch, put everyone into the right sequence, send LinkedIn requests, and follow up with people who had already asked for a demo."
  • Meeting prep. Krista Letz, who works in enterprise GTM at SpaceXAI, has a routine that preps the day's meetings from "Salesforce, Gmail, Slack, Granola, Gong, or online research if it's a new meeting," per the GTM guide.
  • Pipeline hygiene. Letz's Pipeline Pulse marketplace Bot "scans your full pipeline for movement, stale next steps, forecast risk, and CRM gaps."
  • Account research. Markarian's GTM Account Research Bot "researches one account before a meeting, deal review, or account plan."

Connectors to set up#

Cursor's use-case docs say a sales outbound Bot should "connect your CRM, product-intent sources, and email." Letz lists a wider stack: "Salesforce, Gmail, Calendar, Sheets, Drive, Slack, Notion, Granola for meeting notes, Figma for slides, X, LinkedIn, your data warehouse and more."

Start with Gmail, Google Calendar, your CRM, Google Sheets, and Slack. The Sequencer listing integrates exactly those five. Add plugins from Connect apps in the sidebar, the label the changelog gives the old Marketplace button. Our guide to connecting Gmail, Calendar, and Notion has the sign-in steps.

Routines#

The main routine, from Simon Lackowski's Sequencer listing:

  • Sequencer daily, "weekday mornings at 8am in the user's timezone." It "advances every due sequence step, stages the next touch as a draft, writes state back to the tracker, and posts one review list. Quiet when nothing is due."

Two more from the same listing, both with a quiet rule built in:

  • Inbox triage, "hourly from 9am to 5pm on weekdays." It "flags inbound mail and messages from people already on the tracker" and is "quiet when nothing needs a reply."
  • CRM sequence guard, "weekday evenings at 6pm." It "pauses tracker rows where the CRM shows the saved open-opportunity stage, so nobody gets a cold touch mid-deal. Quiet when nothing changed."

All four Sequencer routines "ship disabled," per the listing, and setup asks which to turn on. Markarian's account research Bot says the same: "All routines start disabled." For more on silence rules, see our guide to routines that stay quiet.

Example prompt#

This one is from Cursor's use-case docs. It stops at a review list on purpose:

Prompt
Research the 25 accounts in this CRM view. Score them against our ideal customer profile and recent intent, identify up to three relevant contacts per account, and draft email and LinkedIn outreach in the style examples attached. Skip anyone already in an active sequence. Return a review list; don't send or enroll anyone.

The docs add: "Once the output is reliable, schedule a nightly research routine that stops at the review list."

What to expect#

These outcomes are self-reported by the people who run the setups. None comes with a measured before and after.

  • Markarian: "By the time I finished the research, half the morning was gone." Now, "I start the day with work to review." Markarian also describes a backlog fix: 24 contacts in the wrong sequence, and "all 24 contacts were cleaned up in one pass."
  • Letz: "I used to have to spend hours of the day in the evening catching up on admin work. Now I can pass much of that work to my bots and spend more time in front of customers."

Gotchas#

  • Nothing auto-sends. Markarian's first team rule is "Never auto-send. The bots can research, draft, create records, and stage work. I review and send," per the SDR guide. The Sequencer listing has the same rule: "drafts only on every channel, never auto-send or schedule-send."
  • LinkedIn has no connector. Sequencer's listing says "LinkedIn and WhatsApp have no connector, so those drafts are text in chat to paste."
  • One Gmail mailbox. "Gmail connects one mailbox at a time," the help center says, and every Bot on your account can use it.
  • Routine approvals expire. Approvals from work that started without you "expire after about 10 minutes," per the FAQ. Turn on the Bot's Notifications if a routine stops for approval.
  • Memory isn't the CRM. Cursor's docs say to "keep changing facts in the source system." Sequencer keeps state in your tracker for the same reason.

Sources#