A client emails asking for a quote on the same work you did at another of their sites last year. A technician heading to a service call needs to check what is next on their calendar and whether the generator going with them passed its last check. A supplier sends a new price list, and every matching item needs updating.
Notice what these have in common? They all start outside your core business system and end inside it. The friction is in the handover between the two: reading the email, searching the records, then keying it all in again.
That handover is where combining AXITRAQ and Grok Bot makes the difference. AXITRAQ holds your business records. Each employee you choose has their own team of Grok Bots that works across those records and the rest of the working day, such as email, calendar and research. Together they can turbo-charge the way your business runs, with your people still checking the work.
Two systems working as one
AXITRAQ itself remains a full business platform, covering quotes, jobs, parts, assets, scheduling, timesheets, invoicing and reporting, along with asset management, checklists, SWMS and forms.
The AXITRAQ Grok Bot integration is now available, and the Quotes module has just been released. Through their own Grok Bot account and team of Grok Bots, an employee can now load and manage records across key areas of AXITRAQ:
- Jobs: create, update and manage jobs, schedule them and assign employees or contractors, and attach the assets and documents a job needs. See job management.
- Clients: find, create and update client records, and set rate-card pricing defaults.
- Parts & Materials: check prices and stock on hand, add, edit and archive items, update pricing and markup, and link items to vendors. Explore parts and materials.
- Assets: look up and update asset records and service history, and read the checklists and forms submitted against them. Explore asset management.
- Quotes: create and update quotes, including from your own quote templates, based on the hours, parts and materials, and assets from work you have already done. Explore quoting in AXITRAQ.
- Timesheets: read entries across employees, including when each was submitted and the location recorded with it, to check hours or answer a billing query.
Each employee has their own team of Grok Bots, in their own Grok Bot ecosystem. As well as working in AXITRAQ, they can help with work beyond it, such as email, calendar and research. The employee asks in plain words, and the work is done inside AXITRAQ, in the same records the rest of the team already uses.
What a working day can look like
Quote requests that arrive by email
Before: the email waits for a quiet hour. Then someone finds a similar job, rebuilds the lines by hand and writes a reply.
With Grok Bot: "Read the quote request from the Smith St client, find our last three similar jobs, and draft a quote on the same basis." The Grok Bots read the email, create the quote in AXITRAQ from past jobs, and draft a reply. The estimator checks the numbers, adjusts for site conditions and approves the reply before it goes.
Email depends on your setup. An employee can give their Grok Bot team its own x.ai email account. Company email is used only where the business allows Grok Bot accounts to connect to its email system, for example through an API or MCP connection. A team connected to Zoho Mail through its API, for instance, can draft or send emails with permission.
Getting ready for the next site visit
Before: check the calendar, ring the office, then dig through checklist records.
With Grok Bot: "What's on my calendar this afternoon, and did the generator for the Smith St job pass its last checklist?" One question covers the day's plan and the asset's condition, based on the checklists and forms your team has submitted.
Grok Bot can set up its own Google calendar, use a dedicated calendar on its own computer, or, with permission, access the employee's iOS device calendar.
A supplier changes its prices
Before: find each item from the price list in the system, update it and work out the markup again.
With Grok Bot: "Check the new price list from our usual supplier and update the matching materials in AXITRAQ, keeping our usual markup." Drop the price list into the chat, or have the Grok Bots pick it up from the supplier's email. They update the matching prices, and every change is logged and can be undone, so the person responsible can check the result.
A client queries the hours on a job
Before: open each timesheet entry, compare times and locations, then write a reply.
With Grok Bot: "The client has emailed about the hours on job 1042. Show me who submitted timesheets for that job, when and from where, and draft a reply for me to check." The manager checks both before replying.
Bringing in your existing records
Before: old quotes, invoices and spreadsheets sit in folders, and getting them into a new system means reformatting them for an import, then cleaning up by hand.
With Grok Bot: your team of Grok Bots can read, investigate and digest content from wherever you ask. Drag and drop files into the chat (most file types are supported), or give your Grok Bot permission to work through local files and folders on your computer. That permission should come from management.
Past quotes can be loaded into AXITRAQ as quotes for reference, or kept in the files of the Grok Bot that looks after quoting. Historical invoices are valuable source material for building the parts and materials lists you use for quotes and jobs, and older records can become historical asset records.
You feed, they deliver. There is far less converting data to fit an import, and far less manual clean-up and sorting. Explain in plain words what you have and what you want, then check what your Grok Bot team has delivered.
Team or Individual Grok Bot accounts
Grok Bot is available as a Team account or an Individual account. Either way, each employee you choose has their own account.
Team account
- The company keeps full control of each team member's Grok Bot account, and owns its content, IP and use.
- Team members' Grok Bots can communicate with each other.
- Skilled Grok Bots can be shared across the team.
- One bill for the whole account.
Individual account
- Can still be in the company's name, billed to the same credit card, with a tax invoice.
- The employee controls the login and permissions.
- No direct communication between Grok Bot teams.
- Grok Bots can still work together through email, Slack or shared folders.
Security and control
Whichever account type you choose, access to AXITRAQ is set up per employee, not for the company as a whole:
- Each employee's Grok Bot connection works within the AXITRAQ role and permissions already set for that person.
- The Account Owner or Administration Manager allows each employee under Settings > Grok Bot.
- The employee then generates their own token from Account > Grok Bot.
- Tokens last 90 days. After that, the employee generates a new one.
- AXITRAQ keeps a log of every Grok Bot action or change for each employee, and each change can be undone.
Timesheet location data deserves care. Keep access to the people who handle payroll, billing or supervision, and be clear with your team about what is recorded and why.
Start small: a five-step rollout
You do not need to switch it on for the whole business at once:
- Check that the employee's AXITRAQ role matches what they normally do.
- Allow that one employee under Settings > Grok Bot, and have them generate their token.
- Pick one repeatable task, such as job status checks, parts price and stock checks, quoting a common job type from a template, or answering quote requests that arrive by email.
- Review the results with them at the end of each day for the first week or two.
- Add the next person or team once the first workflow is running smoothly.
See it working in your business
Fewer screens open, far less keying the same details in twice, and more time on the work itself. AXITRAQ runs the records, and Grok Bot helps your people move work in and out of them, with a person checking every result that matters.
Book a demo: visit axitraq.com.au or call 0485 030 771.
AXITRAQ. One Platform. Zero Blind Spots.