Facility maintenance records for property, facilities & HOA teams

Free for your first month · No credit card

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.

Free for your first month — every feature unlocked, no credit card. Your workspace opens on the first click.

Open OctoVault app We'll load your first records

OctoVault by Innovate-Ops — equipment maintenance record software for small operators. Questions first? Call (226) 243-0172.

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

Your first machine, phone in hand

Your first equipment passport 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.

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.

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

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.

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 passport takes under five minutes. Free for your first month, every feature unlocked, no credit card.

Open OctoVault app

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

Hand over the boxes, the shared drive, the inbox. Guided setup (~~from $750~~) and full data rescue (~~from $1,500~~) are free for founding customers right now — in exchange for honest feedback.

Tell us what you have

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