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Build a Reply Desk in Grok Bot
“Do you do custom orders?” “What’s included?” “Can you get it to me by Friday?”
If you sell creative work, you’ve probably answered some version of those questions more than once. The words change, but the job stays the same: figure out what the person needs, explain what you offer, and decide what you can actually promise.
Last week I shared the AI bots I use to help with my side hustles. If you’re wondering where to start, give one bot one job: draft the replies you already write every week.
Give your bot a cheat sheet
Grok Bot can use memory and work with connected apps. For this setup, keep it simple: paste in an inquiry, get a draft back, and send it yourself. You don’t need to connect your inbox for that workflow.
Set up a bot called “Client Reply Desk.” Tell it its only job is to draft replies to inquiries you paste into the chat.
Give it your real answers. Write down what you offer, what’s included, and any prices or turnaround times you’re comfortable quoting. Add two sample replies that sound like you. Remove customer names and contact details from your examples.
Test it with an awkward question. Try: “Can you make three custom designs by Friday? What would that cost?” If Friday availability or pricing for three designs isn’t in your notes, the bot should flag those details for you instead of guessing.
Review before you send. Check the price, scope, and timing. If you keep correcting the same detail, update the bot’s cheat sheet. When you change an offer, give it the new terms explicitly.
Prompt to give your bot
You’re my Client Reply Desk. When I paste in a client inquiry, draft a short, friendly reply using the service notes I give you. Never guess at pricing, availability, discounts, or delivery dates. If a detail is missing, flag it in a separate “Check before sending” note. If you need more information from the customer, ask one clear question in the draft. Return the draft in this chat only. Don’t send messages, contact clients, or take actions in other apps.
Say someone asks whether you can deliver by Friday. A useful draft might read: “Thanks for reaching out! What dimensions and file formats do you need? Once I have those, I can confirm what’s possible for Friday.”
That reply moves the conversation forward without putting you on the hook for a deadline. The same setup works for a musician answering booking inquiries, an Etsy seller handling custom requests, or a freelancer sorting out what a client actually needs. Start with the question you answer most often. You’ll know what to put in the cheat sheet because you’ve already written the answer.
Want help setting up Grok Bot for your inbox or another recurring task? See my Fiverr gig.
Talk soon,
Fred
