Turn an Agency Inbox into Tracked Projects
Label and draft replies, turn requests into tasks, run projects and book the calls people agreed to.
How It Works
| # | Who | Input | Does | Output |
|---|---|---|---|---|
| 1 | Inbox Manager | Inbox and Tasks | Labels and drafts | Hand-off to Inbox to Asana |
| 2 | Inbox to Asana | Output from Inbox Manager | Makes tasks | Hand-off to Projects Manager |
| 3 | Projects Manager | Output from Inbox to Asana | Runs projects | Hand-off to Dispatch |
| 4 | Dispatch | Output from Projects Manager | Books calls | Hand-off to you |
| 5 | You | Output from Dispatch | Approve and deliver | Tasks, Project board and Booked calls |
Money Potential: $ Low Our estimate of relative earning potential, not a promise or income claim
$200 to $1.5k/mo Estimate. Assumes 5 to 15 hours saved a month. Not a promise of income. Disclaimer
Our estimate. Assumes admin time saved.
Money tiers are our estimates (labelled Estimate) of relative earning potential, each with its assumption. They are not promises, income claims or advice. Results depend on your market, offer and effort.
How It Makes Money
- Client requests never get lost.
- Less time in the inbox.
- Estimate math: 5 to 15 hours saved a month = about $200 to $1.5k a month.
Who It's For
- Small agencies.
- Founders and executives
- Consultants
What It Does
- Inbox Manager: Labels and drafts replies.
- Inbox to Asana: Turns requests into tasks.
- Projects Manager: Runs projects in Notion.
- Dispatch: Books agreed calls.
How to Set It Up
- Time to Set Up
- About 2 to 4 hours (our estimate)
- Difficulty
- Beginner
- Tools Needed
- Grok Bot: Grok Bot account needed
- Gmail: Free with a Google account
- Asana: Free plan available
- Notion: Free plan available
- Add the 4 bots in the stack: Inbox Manager, Inbox to Asana, Projects Manager and Dispatch.
- Connect the tools they use: Gmail, Asana and Notion.
- Write a short brief: who you serve, what you sell and what each bot must never do.
- Run each bot once, in the order shown in the flow, and check every output by hand.
- Fix instructions where results were off, then run the whole flow end to end.
- Schedule the routine parts and keep an approval step before anything reaches a customer.
The Bot Stack
Gmail 
Asana
Notion
GrokCost to Run Our estimate of relative earning potential, not a promise or income claim
A Grok Bot plan, plus an account on each tool the stack connects to: Gmail, Asana, Notion, Grok. We show a price only when we have checked it on a public page, with the source and date below.
Guardrails
- Connect only accounts you own and give the least access needed.
- Every message and document stays a draft until you approve it.
Results to Expect Our estimate of relative earning potential, not a promise or income claim
- Our estimate: $200 to $1.5k a month. Basis: 5 to 15 hours saved a month. Not a promise of income.
- What you should see first: tasks, project board and booked calls.
Our estimate, not a promise or a typical result. Results depend on your effort, skills, market and costs.
Tips and Pitfalls
- Start in draft-only mode.
- Keep sensitive email out of automation if needed.
- Keep it small at first: one bot running well beats five half set up.
Questions
How much money can you make if you turn an agency inbox into tracked projects?
Our estimate is $200 to $1.5k a month, assuming 5 to 15 hours saved a month. It is an estimate, not a promise; results depend on your market, offer and effort.
What tools do I need to turn an agency inbox into tracked projects?
The 4 bots in the stack, plus Gmail, Asana and Notion. Each tool may need its own plan.
How long does this setup take?
Our estimate is 2 to 4 hours for a first end-to-end run at beginner level. Plan a few more runs to tune it.
Related Links
Sources
Inspired by GrokBot101 (multi-inbox Chief use case). Steps and wording are our own.
- Inbox Manager, post by @mvanhorn
- Inbox to Asana, post by @lennysan · share page
- Projects Manager, post by @ericzakariasson · share page
- Dispatch, post by @FilippoFonseca · share page
Labels: V verified by us on the linked page, Estimate our own estimate, A the creator's own claim. This page is our own write-up; the bots belong to their creators.
More Grok Bot ideas: Grok Bot for Small Business · Use Grok Bot to Make Money