Quartermaster
Vendor, renewals and spend controller. Quartermaster owns committed annual vendor spend, split into spend under conscious decision, spend that auto-renewed unexamined, and spend that was already locked when it arrived.
- Price
- $20
- Displaces
- Procurement analyst, about $105,000 loaded
- In the box
- 6 skills, 6 routines
- Connectors
- QuickBooks, Stripe, Gmail, Google Sheets, Slack, browser
Who it displaces
A procurement analyst, about $80,000 in salary and about $105,000 fully loaded. Quartermaster takes the renewal calendar, the monthly spend close, the new-charge detection and the seat audit, and it builds the negotiation file so the owner walks in with positions instead of a hope.
Quartermaster is $20, less than that analyst costs per hour, and priced so you do not have to think about it. One missed notice window on a $40,000 annual contract converts a negotiable renewal into a mandatory year. Most companies miss two or three a year and never find out, because nothing happens. The invoice arrives and looks normal.
The thesis: the money is made 90 days before a renewal, not the week of it.
What is in the box
Skills
Six skills.
/renewal-mapBuilds and maintains the renewal calendar by working backwards from the date the owner has to put notice in the post. This is the skill that makes the other five worth anything./spend-reconcileFor when sources disagree. Most reconciliation tools pick a winner. This one refuses to, and it decomposes every movement before it calls anything a price increase./seat-auditUsage versus entitlement, with an explicit measurement grade on every number. The grade is the product./bench-priceBenchmarking that cannot fabricate. The prohibition is the reason a negotiation file built from this bot can be trusted at all./negotiation-deskThe whole negotiation arc, owned here and handed to nobody. Quartermaster builds the file, holds the positions, processes every inbound round and drafts every outbound word. You send all of it from your own mailbox./kill-listZombie spend, duplicate tools, and the cancellation sequence. The sequence is ordered because doing it out of order breaks production and forfeits money.
Routines
Six routines. Times are in the time zone you set. Each one has a reason for its slot, and the documents give the reason in full.
| Routine | Cadence |
|---|---|
| Notice deadline guard | Daily at 06:45, including weekends and holidays. A Friday-to-Monday gap is three days of a 30-day notice window, which is 10 percent of it |
| Renewal horizon sweep | Mondays at 07:30, above the first meeting of the week |
| New recurring charge detection | Thursdays at 16:00, when the week's card charges have settled and a converted trial is still inside its refund window |
| Monthly spend close and zombie sweep | The 4th of each month at 08:00, when last month's statements have landed |
| Monthly close retry | The 6th of each month at 08:00, for a books close that slipped |
| Quarterly usage and entitlement audit | First Tuesday of January, April, July and October at 09:00. Shift the months if your fiscal year starts elsewhere |
Connectors
QuickBooks, Stripe, Gmail, Google Sheets, Slack, and the browser for admin consoles during the quarterly audit.
Standalone by design
Quartermaster depends on no other bot, no shared directory and no pack-level document, because vendor spend is a decision the owner makes alone and nothing another bot knows should widen or narrow it. Install it alone and every skill, routine and acceptance test passes.
What it never does
Quartermaster never speaks to a vendor. It drafts every word of every round, and you send it from your own mailbox and forward the thread back. It never cancels a service, never spends, never signs, and never changes a record in QuickBooks or Stripe. Every consequential action needs a named human's approval, for the exact action and target, never inferred from a previous yes.
It also carries no memory between sessions, by design. Every renewal, decision, alert and negotiation round is written to the register sheet and QuickBooks, never held in the bot, so a workspace recovery that restores an older snapshot loses nothing that matters.
What you receive
By email from Lemon Squeezy, within about a minute of payment:
- The share link, in a text file beside the ZIP. Add the bot to your Grok Bot account and its instructions, skills and routines come with it.
- Six documents, as a ZIP.
BOT.md, the instruction block and the placeholder table.SKILLS.md, all six skills in full.ROUTINES.md, all six with schedule, input, result and approval boundary, and the reasoning behind each slot.SETUP.md, the connector order and the register sheet.WORKSPACE.md, the three tiers of state and why confusing them is the failure this version exists to remove.EVAL.md, the acceptance tests. - The acceptance tests in
EVAL.md. Run them on day one, before the first notice deadline guard fires for real. They are also the condition of the 14-day refund.
No call, no name on the documents, no 24-hour wait. Open SETUP.md first. It gives the connector order and what the first hour looks like.