For churches and Christian ministries

Your church’s equipment records, all in one place.

Keep the furnace manual, kitchen service invoice and sound-board notes with the equipment they belong to.

Free for churches and Christian ministries. No card. No time limit set today.

Signup starts with a free 30-day self-serve trial, full access, no card. Reply to Dennis after signing up so he can confirm your organization and record its free church access.

See how a church can start an equipment record from an equipment label photo.

Your first equipment record

Start with one equipment label photo.

Choose one piece of equipment: the furnace, a kitchen appliance or the sound board. Start with the details you can check.

Photograph the equipment label.

Take a clear photo so the make, model, serial number and other printed details can be read.

Review the AI’s suggestions.

OctoVault suggests equipment details from the photo. Compare them with the label and correct anything the AI has misread.

Approve and save the record.

Confirm the details before saving. Keep the equipment label photo with the record so you can refer to the source later.

You do not need every manual or invoice to begin. Add the documents you have after the first record is saved.

The record and its sources

Keep the label and paperwork with the equipment.

A model number identifies the equipment. A manual explains it. An invoice or service note records what was done. Keep those sources together.

Add what you already have.

Attach the furnace manual, a kitchen service invoice or a sound-board setup note to the equipment it describes. Review the details and make sure the source belongs with that record.

Return to the original document.

When a detail needs checking, open the saved photo, invoice or note. Keep your original files too.

Ask about the saved records.

Start with a question such as “What fixed it last time?” Check the source behind the answer. The record can only help with information that has been added and can be read.

Furnace · Mechanical room

Equipment label photoDetails to review

Service invoiceWork recorded

Volunteer’s noteUseful context

Operator manualNot added

Illustrative workflow — sample data. This is an example, not an app screenshot.

After signing in

Add the records in the form you have them.

Start with the equipment label. Then add the documents and notes that explain the equipment’s history.

Equipment label photos

Let the AI suggest the make, model, serial number and other readable details. Review the suggestions before approving the record.

Manuals and service documents

Add a manual or service document from inside OctoVault. Keep it with the equipment so the next person knows where to look.

Invoices and repair notes

Add the contractor’s invoice and any notes about the work. Keep the date, the work described and the source together.

Photos and notes

A photo of a control setting or a note about a recurring problem can add context that is missing from a manual.

Equipment emails

Forward an equipment email using the instructions shown in your workspace. Review it and keep it with the relevant equipment record.

An existing equipment list

Already keeping a spreadsheet? Ask Dennis about importing your equipment list, then review the resulting records and their sources.

For repairs and everyday questions

Start the next conversation with the records you have.

Keep useful information available to the people caring for your church’s equipment.

Find the last service note.

Before calling the technician, check what was recorded last time. Open the invoice or note to see the work described and any parts listed.

See the recorded service dates.

Review dates in the invoices and notes you have saved. A record of past work helps you discuss the next step with your contractor.

Help the next volunteer find the details.

Keep the manual, setup notes and repair history with the equipment. When responsibilities change, there is a clear place to look for those records.

OctoVault keeps equipment information organized. It does not schedule your crew, assign jobs or replace a technician’s assessment.

Give each document an equipment record to belong to.

Keep the information you already use, with a clearer connection to the equipment.

What you haveHow to keep it with the equipment

A manual saved in a shared folderAdd a copy to the equipment record and keep the original file.

A contractor’s invoice in an emailAdd the invoice and review which equipment it describes.

Setup details in a volunteer’s notesSave a note alongside the relevant equipment details.

A paper label on the equipmentPhotograph it, review the AI’s suggested details and keep the photo.

A missing manual or unclear repair historyKeep the gap visible and add a better source when you have one.

One equipment record

What was done? What is still missing?

A useful record includes both the information you have saved and the information you still need to find.

Furnace

Location: Mechanical room

Latest saved service note

Filter replaced.

Source: sample service invoice attached to this equipment record.

Earlier note

Thermostat setting checked.

Source: a volunteer’s saved note. Refer to the note for the details recorded.

Still missing

Operator manual — not added.

A missing document stays a gap in the record. It is not evidence for an answer.

Illustrative workflow — sample data. No customer record is shown.

At the equipment

Open the record from your phone.

Use OctoVault in your browser to photograph an equipment label or consult the records you have saved.

Keep it easy to return to.

You can add a browser shortcut to your phone’s home screen. Sign in when needed, then open the equipment record you want to check.

Start small.

Choose one piece of equipment, review its label details, and add one useful source. Build the record as more information becomes available.

Free for churches

Regular pricing

These are regular prices, shown for comparison.

~~Vault $59 USD / Location / month~~ ~~Operations $139 USD / Location / month~~ ~~Portfolio $399 USD / Location / month~~

Free for churches

Free for churches and Christian ministries. No card. No time limit set today.

Signup starts with a free 30-day self-serve trial, full access, no card. Reply to Dennis after signing up so he can confirm your organization and record its free church access.

Create your account, then reply to Dennis.

Signup starts with a free 30-day self-serve trial, full access, no card. Reply to Dennis after signing up so he can confirm your organization and record its free church access.

Create your free account — no card

Need help getting started? Ask Dennis. Contact or call (226) 243-0172.

Questions about equipment records and church access

What does the AI do with an equipment label?

It suggests details it can read from the photo, such as make, model and serial number. Check those suggestions against the label and correct errors before approving the record.

Can we add records after the first photo?

Yes. Add the manual, invoices, photos and notes you have from inside OctoVault. For forwarded equipment emails, follow the instructions in your workspace.

What if a document is missing or hard to read?

Do not treat missing or unreadable information as a confirmed fact. Check the original file, provide a clearer copy where possible, and review the source before relying on an answer.

Does this schedule maintenance or assign jobs?

No. OctoVault is an equipment-records vault. Keep using your existing process for scheduling work and assigning responsibilities.

Can we use it from a phone?

Yes. Open OctoVault in your phone’s browser, sign in, and use the equipment records there. You can add a browser shortcut to your home screen.

What does it help us keep?

Equipment label photos, manuals, invoices and service notes, organized by equipment.

Is it free, and for how long?

Free today, with no end date set. Churches already using it will hear from Dennis first if anything changes.

Do we need a card?

No card.

Who qualifies?

Churches and Christian ministries; ask Dennis if you are unsure.

Why offer this?

“I built OctoVault for small businesses. As a believer and follower of Jesus, I want to give back to the community.” — Dennis Kuzmenko, founder.

How do we receive church access?

Signup starts with a free 30-day self-serve trial, full access, no card. Reply to Dennis after signing up so he can confirm your organization and record its free church access.

What about our files if we stop using it?

Ask Dennis to confirm current access, retention, deletion, export and closure arrangements before uploading sensitive material; keep your original documents.

Start with your first equipment record.

Create your free account — no card

Free for churches and Christian ministries. No card. No time limit set today.

Signup starts with a free 30-day self-serve trial, full access, no card. Reply to Dennis after signing up so he can confirm your organization and record its free church access.

Create your free account — no cardSignup starts with a free 30-day self-serve trial, full access, no card. Reply to Dennis for confirmed free church access.