Equipment records & service history

Keep every repair, invoice, manual and photo on the machine it belongs to.

Equipment records and service history without a full CMMS rollout. Ask a question; the answer shows its sources and what's still missing.

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 We'll load your first records

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

Illustrative example

PHOTOUnit photoPDFService reportPDFManualINVService invoice

Equipment memoryRecord assembled from the sources above

Rooftop HVAC — Unit 2 RECORD IN26060009

ASKWhen was this last serviced — and by whom?

Serviced April 2 — capacitor replaced. Manual and service report PDF are attached to this record.

Proof sources

Service invoice
Service report PDF
Manual PDF

Handled byColdPoint Services — 2 visits on record

MissingInstall date 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.

Start with one machine, one photo of the label with the model number, and one repair invoice. Ask what fixed this last time. Prefer to talk? Call (226) 243-0172.

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

Your first machine, phone in hand

Start your first equipment record with a photo.

Photograph the label, review the details the AI reads, and approve what belongs in the record.

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

You

You take one photo

A clear photo of the label on the machine.

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.

Sound familiar?

THE PERSONThe fix is in someone's head — and they're off today.

THE PAPERThe invoice is in an inbox. The manual is in a truck.

THE BILLYou've paid twice for the same repair.

The equipment this covers

COCompressors

HVHVAC units

FOForklifts

GAGates

VEVehicles

KIKitchen equipment

PUPumps

GEGenerators

From scattered records to one answer

Attach the proof to the equipment, then ask before the next service call.

Manuals, invoices, and contractor notes stop living in separate places. They become the source trail behind each answer.

Reads the photo

A photo of the label with the model number or the equipment 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, 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.

Keep the source with the equipment record, ready for the next question.

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

What fixed this last time?Where is the service invoice?Where is the manual?Who serviced it — and when?What proof is missing?

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 the label with the model number. 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

Help is optional

Rather not do the loading yourself?

Founding-customer guided setup is free for the agreed starting scope in exchange for honest feedback. We reply within one business day.

What to try first: Start with one machine, one photo of the label with the model number, 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.

What should I try first?

One record. Snap a photo of the label with the model number, attach one manual or service invoice, then ask: what fixed this last time? If the answer isn't useful, you've lost ten minutes.

Is this a CMMS?

No. OctoVault doesn't schedule crews, assign jobs, or track time — keep whatever runs your work. OctoVault is where what-happened lives: the fixes, manuals, invoices, and notes, answerable with sources.

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