For churches & ministries

Keep the knowledge that keeps your church running.

HVAC, roof, kitchen, vans, sound system — every congregation has one person who knows it all. OctoVault keeps that knowledge with the building, so the next trustee or volunteer isn't starting from zero.

Equipment records and service history without a full CMMS rollout. Free 30-day self-serve trial, full access, no card.

Create your free account — no card Free founding-customer guided setup

OctoVault by Innovate-Ops — equipment service records and repair history for small operators. Questions first? Call (226) 243-0172.

Illustrative example

INVContractor invoiceNOTETrustee notePDFWarrantyPHOTOUnit photo

Equipment memoryRecord assembled from the sources above

Sanctuary HVAC — Main building RECORD IN26060014

ASKWho fixed this last time — and what proof do we have?

Blower motor replaced Dec 12 by Kruger Heating. The warranty PDF and the invoice are attached to this record.

Proof sources

Contractor invoice
Volunteer note
Warranty PDF

Handled byKruger Heating — trustee-approved vendor

MissingCurrent maintenance photo — not uploaded yet.

Sources visible — answer locked to the records shown. No guessing.

Founding-customer guided setup is free for the agreed starting scope in exchange for honest feedback.

Prefer to talk it through? Call (226) 243-0172 — an AI-answered line; leave your details and we call back.

Answers cite sourcesMissing proof is called outRecords stay exportableYou approve every fact

Your first machine, phone in hand

Your first asset record in under five minutes.

Two of these three steps are yours, and both take seconds. The one in the middle is the work, and AI does it.

📷Photo of the nameplate
🎤Voice note
✉️Forwarded email
📄Manual or invoice
📊Your spreadsheet

You

You take one photo

The nameplate on the machine. However grubby it is, however bad the light.

AI writes the record

Make, model, serial, year, voltage — read straight off the photo and laid out as a record.

You

You tap Approve

Nothing lands until you say so. From then on you can ask that machine anything.

No setup project. No importing week. No training. Start with the machine that hurt you most recently.

Every congregation knows these

THE STEWARDThe trustee who knew every breaker and boiler is stepping down.

THE PROOFThe roof warranty exists — in a box, in a closet, probably.

THE CALLBACKThe furnace quits before Sunday service. Who fixed it last time?

The equipment this covers

HVHVAC & boilers

RORoof

KIKitchen equipment

VAVans & buses

SOSound & AV

GEGenerators

WAWater heaters

GRGrounds equipment

Church building starting point

Start with the HVAC, roof, kitchen, van, or sound-system file the next trustee will need.

Trustee notes, contractor invoices, warranties, and photos stay with the building item, not in a closet or inbox.

Reads the photo

A nameplate or equipment photo starts the record. OctoVault pulls out the useful identity clues and keeps the image as a source — you approve every fact.

Links the files

Drag in a manual, a warranty, an invoice, a photo. Each file lands on the right record — linked, not lost in a folder.

Imports the list

The spreadsheet you already keep, messy rows and all. Every row becomes a record you can attach proof to and ask.

Answers with proof

Ask what happened, what is covered, or what is missing. Every answer shows the sources it used — and gaps are called out, not papered over.

The old way, and this way

You hand it the mess. AI does the rest.

Nothing on the right is a promise about the future. It is what happens the first afternoon you use it.

The old way

With OctoVault

The old wayRetype the spreadsheet into new software

With OctoVaultImport it as-is — “ask Mike” and #REF! included

The old wayFile PDFs into folders you'll never open

With OctoVaultDrop them in; each lands on its machine

The old wayRing the contractor to ask what he did in March

With OctoVaultAsk the record; the invoice is attached

The old wayThe binder, if you can find the binder

With OctoVaultIn your pocket, answerable in plain language

The old wayNew hire shadows you for a month

With OctoVaultThey open the machine's record and start informed

📱

Keep it on your home screen. The vault opens where the machines are — at the machine. Nothing to install from a store; your phone adds it straight from the browser.

What you can ask

Who fixed this last time — and what proof do we have?Is the roof still under warranty?Which contractor does the board trust?What should the next trustee know?

Why operators trust it

Answers cite sources

Every serious answer points at the records behind it — invoice, manual, note, photo.

Missing proof is called out

Gaps show up in amber, not papered over. “Missing” is a first-class answer.

Records stay exportable

Your records are never held hostage — we export everything for you anytime you ask.

Operational limits are explicit

OctoVault shows sources, flags missing proof, and makes guided setup available when your team wants help.

Three ways to start

Start on your own, or let us do it with you.

Most people never need us. The offer is there anyway.

Do it yourself

Open the app and photograph one nameplate. Your first equipment record takes under five minutes. Free 30-day self-serve trial, full access, no card.

Create your free account — no card

Free 20-minute call

Twenty minutes with the people who built OctoVault. Bring one machine and you leave the call with its record made.

Book a time

We load it for you

FREE RIGHT NOW

Founding-customer guided setup is free for the agreed starting scope in exchange for honest feedback. Send the photos, PDFs or spreadsheet you already have; this is separate from the self-serve trial.

Tell us what you have

Church setup

Request church setup

Tell us a little about your building. We reply within one business day — most qualifying church setups are no-cost.

What to try first: Start with one machine, one nameplate photo, and one repair invoice. Ask what fixed this last time. Your records stay exportable, and every answer shows the sources behind it.

FAQ

Short answers for busy operators.

Do churches have to pay for OctoVault?

Most qualifying church setups are no-cost, and we set up the first records with you. If OctoVault earns a place in your operations later, pricing is flexible for ministries — and your records export anytime.

Who in the church should own this?

Usually a trustee, property chair, or office administrator. Anyone comfortable taking a phone photo can add to a record; the structure builds itself.

What if the AI misreads something?

Nothing lands in a record until you approve it. Every answer shows its sources, and when proof is missing OctoVault says "missing" instead of guessing.

Where does my data live?

In your own workspace, isolated from every other customer and verified by automated tests on every build. Real records onboard through guided setup — and we export everything for you anytime you ask.

Create your free account — no card Free guided setup