What is an ESX file?
Short answer: The working estimate file that Xactimate exports and imports.
An ESX file carries the estimate as Xactimate data rather than as a picture of a page. When another Xactimate user imports it, they see the estimate the way it was built: the sketch, rooms, line items, quantities, notes and the price list it was written against. That's what makes it useful for line-by-line review. A reviewer can compare it with their own scope inside the software instead of retyping anything.
You need Xactimate to open an ESX file. It won't open in a PDF reader, a spreadsheet or a regular file viewer.
What is a PDF estimate report?
Short answer: The readable, printable version of the estimate.
The PDF report is generated from the estimate in Xactimate. It typically shows the line items grouped by room or area, with descriptions, quantities, unit prices, tax and totals, plus summary pages, and it can include the sketch and line-item notes depending on how the report is set up. Anyone can open it on any device, which makes it the version people read, sign off on and keep in the job file.
A PDF is read-only. Nobody can import it into Xactimate and work with it as an estimate.
ESX vs. PDF at a glance
| ESX file | PDF estimate report | |
|---|---|---|
| What it is | Xactimate's native estimate file | A printed report of the estimate |
| Who can open it | Xactimate users | Anyone with a PDF reader |
| Editable? | Yes, in Xactimate | No |
| Includes sketch and line items | Yes, as working data | As printed pages, depending on report settings |
| Best for | Importing, line-by-line review, revisions and supplements | Reading, sharing, approvals and record-keeping |
When do carriers and adjusters ask for an ESX file?
Short answer: When they want to import your estimate and review it inside Xactimate.
Many carriers, adjusters and program administrators write and review estimates in Xactimate. An ESX lets them bring your estimate into their own system and compare it with theirs item by item. Some ask for the ESX together with the PDF, and some programs have their own upload process. Always follow the instructions for the specific carrier or program on the file.
When is the PDF the right file to send?
Short answer: Whenever someone needs to read the estimate rather than work in it.
The PDF is usually the right file for anyone who doesn't use Xactimate, for your own records, for internal approvals, and as a companion to the ESX so everyone is looking at the same printed version. It's also the easiest way to show exactly what was submitted on a given date.
Why should contractors keep both?
Short answer: The ESX lets you keep working on the estimate; the PDF records exactly what was sent.
- Supplements are easier. A supplement starts from the existing estimate. With the ESX, an estimator can add the missing scope without rebuilding the sketch and line items. With only a PDF, the estimate has to be recreated before it can be supplemented.
- Clear version history. Saving a PDF of each version you submit shows what changed between the original and any revisions.
- Fewer delays. If the adjuster asks for the ESX, you can send it the same day instead of tracking it down.
- Flexibility. If you switch estimators or bring work in-house, the ESX carries the estimate with you.
A simple habit: for every version you submit, save the ESX and the PDF together in the job folder with the date in the file name.
What do you get from Redefined Restoration?
Short answer: Both files, on every estimate and supplement.
We write every estimate on our own Xactimate license, so you don't need a seat or have to share credentials. When it's done, you get the ESX file and the completed PDF estimate report, ready to submit under your company's name after you review and approve it. For an Xactimate supplement, send us your existing estimate. If you have the ESX, include it with the PDF and your job documentation.
Estimating is $150 or 1% of the approved estimate, whichever is higher.