Grok Bot for finance & ap ops
A Grok Bot playbook for finance & ap ops: which Bots to create, the routines that work, what to put behind approval, and what we refuse to build.
Who this is for: Founders doing the books, part-time finance leads.
The Bot team
One Bot per theme, not per task. Each has its own accounts (see own accounts).
AP Bot — Owns the invoices@ inbox: extract, match to POs, create draft bills. QuickBooks/Xero limited user. Cannot pay.
AR Bot — Owns overdue invoices: reminder drafts per customer tone rules, escalation list. Read-only on Stripe.
Close Bot — Owns the monthly close checklist: uncategorised, missing receipts, duplicates, variance notes.
Routines
- 06:00 daily — invoice inbox to draft bills
- Weekly — aged receivables and reminder drafts
- Monthly — close checklist and management-report draft
- Daily — failed payments and disputes triage from Stripe
What's behind approval
Paying anything, ever. Bill creation is a draft; payment is a human in the accounting system with their own login.
What the win looks like
AP triage alone typically returns 3–5 hours a week, and the close checklist stops being a surprise.
What we won't build here
Bank logins on the shared computer, and any 'reconcile automatically'. Suggest matches; a human commits.
Setup and cost
Use the free workflow check to choose one task from this playbook. For lead, inbox or quote preparation, the free starter kit provides role templates and test instructions. Plan and usage costs remain separate: see which plan you need.
Reviewed 28 Aug 2026 · How we review guides · See changelog.