OctoVault Open OctoVault app

How it works

Snap. Attach. Ask.

No folders to design, no fields to fill first. The record builds from what you already have — and you approve every fact before it lands.

Open OctoVault app We'll load your first records

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
1 · PHOTO

Start from a nameplate photo

Photograph the nameplate or the machine. OctoVault reads model, serial, and maker, and opens the record. You approve every fact before it lands.

MODEL VF-2 · S/N 41508 · read from photo
2 · DOCUMENTS

Attach the paper trail

Drop in manuals, warranties, invoices, inspection reports, photos. Import the equipment list you already keep (CSV). Each file is saved first, then linked to the right record.

warranty_2025.pdf → linked · gaps: install photo
3 · NOTES

Capture the know-how

Type the fix, the contractor's advice, the thing the retiring tech always checked first. Short notes are fine — they become searchable context on the record.

“Sticks in cold snaps — grease the hinge pin first.”
4 · ASK

Ask a real question

“What fixed this last time?” “Is it under warranty?” “Who serviced it?” The answer is built only from your records — and shows exactly which ones.

3 sources cited · answer in seconds
5 · PROOF

See sources and gaps

Every answer lists its proof sources. Anything OctoVault couldn't read or couldn't find is called out in amber as Missing — a to-do, not a guess.

Missing: warranty certificate

On phones this flow is one thumb: camera → save → ask. If a document can't be read, OctoVault says so and keeps the file anyway.

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.

If that cannot connect, the form opens your email app instead. Want to talk? Call (226) 243-0172.

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

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.

What should I try first?

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

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.

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.

Can I open the app now?

Yes. Open OctoVault in your browser and start with one equipment record. If you'd rather not do the loading, request guided setup and we'll load your first records with you.

Open OctoVault app We'll load your first records