For property, facilities & HOA teams

Facility records that survive staff, vendor, and board changes.

HVAC, roofs, pools, gates, irrigation, elevators — the warranty, the last fix, and the contractor stay with the building, not with whoever happens to hold the binder this year.

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Illustrative example

PHOTOPump photoPDFWarrantyINVRepair invoiceNOTEBoard note

Equipment memoryRecord assembled from the sources above

Pool pump — Building B RECORD IN26060005

ASKIs this still under warranty?

Yes — coverage runs to Nov 2026. The warranty PDF and the repair invoice from the last impeller fix are attached.

Proof sources

Warranty PDF
Repair invoice
Board handoff note

Handled byAquaServe Pools — 2 visits on record

MissingInstall date photo — not uploaded yet.

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

Guided setup: send what you have; we organize the first equipment records with you.

Start with one machine, one nameplate photo, 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

When handoffs hurt

THE HANDOFFNew manager, new board, same building — and nobody knows who serviced the boiler.

THE WARRANTYThe roof leaks. Is it covered? The proof is in a filing cabinet somewhere.

THE VENDOR SWITCHThe old contractor knew everything. The new one starts from zero.

The equipment this covers

HVHVAC

RORoofs

POPools

GAGates

IRIrrigation

ELElevators

BOBoilers

FIFire panels

Facility starting point

Start with the roof, pool pump, gate, HVAC unit, or contractor handoff.

Warranty PDFs, board notes, service invoices, and install photos stay findable through staff, vendor, and board changes.

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.

What you can ask

Is the pool pump still under warranty?Who repaired the roof — and when?What did the last manager hand off?What proof is missing for the reserve study?

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.

Help is optional

Rather not do the loading yourself?

Guided setup: send what you have; we organize the first equipment records with you. We reply within one business day.

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.

Does this replace our property management software?

No — keep it for rent, owners, and bookings. OctoVault holds the building equipment side: records, warranties, fixes, and contractor history you can ask.

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.

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.

What happens if OctoVault cannot read a document?

It tells you. The file is saved either way, marked "could not read yet," and the record's Missing list shows what still needs a better copy. Honest gaps beat confident guesses.

Open OctoVault app We'll load your first records