Running a Multi-Bot Team on Grok Bot for Daily Operations

Split sales leads, customer follow-ups, ServiceTitan daily reports, and payment reconciliation into specialized bots, with daily rollup and human approval before execution

Who

Small business owners or operators already using ServiceTitan who want to automate repetitive daily workflows on Grok Bot

You get

Multiple specialized bots handle lead research, decision-maker lookup, scoring, email drafting, ServiceTitan daily reports, payment matching, website updates, and daily rollup; all outbound content requires human approval

You need

ServiceTitan · Spreadsheet

Steps

1. Set up Lead Research Bot

   Create a dedicated bot to search public inspection records and bid sites for businesses that need your services, verifying every deadline against the official source to avoid dead leads.

2. Set up Decision-Maker Lookup Bot

   Create a second bot to find the actual decision maker at each company. If it cannot verify an email address, it must flag it for manual review rather than guessing.

3. Set up Scoring & Prioritization Bot

   Create a third bot to score each prospect 0–100 based on size, number of locations, and urgency of need, then sort the entire pipeline by priority.

4. Set up Email & Follow-Up Bot

   Create a fourth bot to write personalized emails for each prospect, plus a follow-up bot to track every thread across a multi-step sequence so nothing slips through.

5. Set up ServiceTitan Daily Report Bot

   Create a fifth bot to log into ServiceTitan daily (the author uses two accounts) and report on jobs, invoices, unpaid balances, open estimates, and schedule, flagging anything missed such as an estimate with no follow-up or a past-due invoice.

6. Set up Payment Reconciliation Bot

   Create a sixth bot to read incoming payment notifications, match each to the correct account in your spreadsheet, log it, and flag anything late, duplicated, or unmatched.

7. Set up Website Update Bot

   Create a seventh bot to add new pages to your website as needed. The source mentions only one instance with no technical stack or specific instructions provided.

8. Set up Daily Rollup Master Bot

   Create a master bot that checks in with every other bot at the end of each day, pulls everything into one wrap-up, tells you what needs your attention, and adds one idea to save time or make more money.

No prompt needed — just follow the steps.