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.

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.

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.

1 · PHOTO

Start from a photo of the label with the model number

Photograph the label with the model number 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, invoices, inspection reports, photos. Import the equipment list you already keep (CSV). Each file is saved first, then linked to the right record.

service_report_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?” “Where is the service invoice?” “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: service report

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.

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.

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.

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.

Create your free account — no card Free guided setup