Get month-end expenses ready for your accountant with three Bots and a chief of staff

How this helps you

A month-end chore that used to mean digging through email becomes one request and one review, and each Bot has a single job so you can see where a mistake came from.

Get this month's [software] expenses ready for my accountant. Use the Bots that already own each job. [Receipt Bot]: find this month's receipts and list them, changing nothing. [Sheet Bot]: log them in [my expense sheet] and leave out duplicates. [Inbox Bot]: write a DRAFT email to [accountant's name] listing what is included. Do not send, pay, cancel or delete anything. When all three are done, give me one short summary: the receipts included, the duplicates you left out, the sheet rows added, and where the draft is. Then wait for me.

What they did

Parker Prompts builds a small team around one chore: getting software expenses ready for an accountant. A Receipt Tracker Bot finds the month's receipts in Gmail. A Sheet Manager Bot fills in an expense sheet. An Inbox Manager Bot only ever writes drafts. Parker then renames his first Bot Chief of Staff and tells it to pass each request to whichever Bot looks after that kind of work. One request ('get this month's software expenses ready for my accountant') splits across the three Bots on its own. The Chief of Staff came back with a short summary: which receipts were included, that a duplicate was left out, that the sheet was filled in and that the email was drafted. This is a new upload with few comments, so treat it as one person's demo, not a tested standard.

Who it's for: Anyone who keeps tool receipts for an accountant and wants a first multi-Bot setup with a human check at the end.

Before you start

• Gmail, Google Drive and Google Sheets connected under Connect apps
• A spreadsheet to log expenses in
• A plan that lets you run several Bots (Bots messaging each other counts toward your weekly usage)

How to try it

1. Create one Bot per job: a receipt Bot, a sheet Bot and an inbox Bot. In each Bot's chat, ask it to set its label and description. Put the rule in the description: it must never pay, cancel or send anything without asking you first.
2. Click Connect apps at the bottom left and connect Gmail, Google Drive and Google Sheets.
3. Test the receipt Bot alone first: ask it to find this month's software receipts and list them without changing anything. Check the list, including any duplicate it flags.
4. Pick or create a chief of staff Bot. Ask it to update its description so it passes each request to whichever Bot looks after that kind of work.
5. Send the chief of staff the prompt below as one request. Read its summary, then open the draft email and the sheet rows yourself.
6. Optional: ask the chief of staff to open a group chat with itself and only the Bots on this job, so you can watch the handoffs in one place.

What to expect

In Parker's demo the chief of staff reported the included receipts, said a duplicate was kept out, confirmed the sheet was filled in and said the accountant email was drafted. Your first run may differ; check every row against your inbox.

Common mistakes

• Letting the inbox Bot send instead of draft. Keep it draft-only until you have checked a few months.
• Skipping the receipt-only test, so a wrong receipt list flows straight into the sheet and the email.
• Adding every Bot to the group chat. Each message between Bots counts toward weekly usage, so include only the ones on this job.
• Treating the summary as proof. Open the sheet and the draft before you forward anything.

Related tips

• Start with a chief of staff Bot: Talk to one coordinator Bot and let it hand work to your specialist Bots.
• Build a three-Bot starter team: Scout, Shopper and Desk: One Bot researches and checks sources, one shops and stops before checkout, one learns a weekly task by watching you once.
• Expense Bot: inbox receipts into a Notion table: Sonny Sangha's expense Bot scans two inboxes for receipts, logs them in Notion, and learns to fetch portal invoices with Teach a task.

Worth knowingTest each Bot alone before the chief of staff chains them, and keep sending as your decision.

Learn more: How to Use Grok Bot: A Beginner's Guide (2026) · All Grok Bot multi-bot setups tips