OctoVault starts with the information you already have, then organizes it into useful memory around equipment, facilities, sources, and missing information.
OctoVault is designed around capture first. The structure comes after the information is in.
Take a quick phone photo. OctoVault starts the record from the real equipment in front of you.
Dump manuals, warranties, invoices, spreadsheets, PDFs, and photos into the ingest place without folder setup.
Record what happened, what the contractor said, or what a retiring employee knows before it disappears.
OctoVault extracts details, links sources, groups related proof, and flags what is still missing.
Ask when it was last serviced, what fixed it last time, or which warranty proof is missing.
Each input becomes part of a living record with sources and missing-information prompts.
Find the right manual without digging through folders or binders.
Example source: Manual PDF
Know what is covered, when it expires, and which proof is missing.
Example source: Warranty card
Keep repairs, visits, invoices, and notes tied to the right item.
Example source: Service invoice
Preserve who visited, what they said, and what they recommended next.
Example source: Vendor email
Turn payment records into useful operating history.
Example source: Invoice
Start records from the real equipment in front of you.
Example source: Phone photo
Capture practical know-how without typing.
Example source: Voice memo
Keep useful context when staff, volunteers, vendors, or board members change.
Example source: Team note
Photo record
Forwarded invoice
Upload the next missing proof before the next issue.
The warranty has not been uploaded yet.
Missing: The warranty has not been uploaded yet.
Early access is available for launch customers. Your records stay exportable.