Xactimate Estimating

Outsourced Xactimate Estimating Services for Restoration Contractors

Redefined Restoration LLC writes complete, line-by-line Xactimate estimates remotely for restoration contractors in every US state. The fee is $150 or 1% of the estimate you approve, whichever is higher, so any estimate up to $15,000 is a flat $150. Fees are billed on the 14th and 28th of each month.

If you're the owner and the estimator, estimates get written last: after the crews, the sales calls and the cash flow. Files wait, line items get missed, and payment waits with them.

Send us the job and we write a complete Xactimate estimate from your photos, readings and notes, typically within 24–48 hours. You review it, approve it and submit it under your company's name.

Send a Job

What does in-house estimating cost you?

Missed billable items
Equipment days, monitoring, PPE, containment, cleaning, content manipulation and supervision are the first things to fall off a rushed estimate.
Delayed payment
An estimate that sits for a week pushes your whole payment cycle back a week.
Line-item cuts
Lines without a documented reason are the easiest for a desk adjuster to remove.
Overhead
A full-time estimator means salary, benefits, a truck, an Xactimate license and training, whether claims come in or not.

We fix all four: complete scope, fast turnaround, every line backed by IICRC S500/S520, F9 notes and your documentation, and pricing per file at $150 or 1%, whichever is higher.

What is included in an Xactimate estimate from Redefined?

Short answer: A complete, carrier-ready Xactimate estimate built from your documentation, written on our own license, and sent to you to review before anything is final.

We scope every phase of the loss you send us, from mitigation through rebuild. Water and mold scopes are grounded in IICRC S500 and S520. Line items reflect how the work is actually done in the field, because our estimators have done it.

What you receive

A complete, line-by-line Xactimate estimate
The ESX file and the completed PDF estimate report, ready to submit under your company's name
A review step: approve as written, or tell us what to remove
A typical 24–48 hour turnaround, depending on scope complexity
No Xactimate seat or credentials needed on your end

How much does it cost?

Short answer: $150 or 1% of the approved estimate, whichever is higher.

Take 1% of the approved estimate. If that number is less than $150, the fee is $150. Easy rule of thumb: any estimate up to $15,000 is a flat $150. Above $15,000, it's simply 1%.

Xactimate estimating fee examples
Example	Approved estimate	1%	You pay
A. Small job	$10,000.00	$100.00	$150.00 (minimum applies)
B. Mid-size job	$19,250.00	$192.50	$192.50
C. Items removed	$32,000 written − $4,000 removed = $28,000.00	$280.00	$280.00

The fee is based on what's written, not what's collected.

Writing the estimate is the service, and you decide exactly what number the fee is based on.

Full pricing

When am I billed?

Short answer: Twice a month, on the 14th and the 28th.

Every estimate or supplement you approve is grouped together and invoiced on the next billing date. Once you approve an estimate, that total is the number the fee is based on. What the carrier ends up paying doesn't change the estimating fee.

What documentation do you need?

Short answer: Photos, measurements or sketches, moisture readings and scope notes. The more complete the documentation, the stronger the estimate.

For water losses, include moisture logs, drying records and equipment placement and runtime. For any loss, send photos of all affected areas, room measurements or a sketch, and any loss information you have. See the water mitigation documentation checklist.

How can you estimate a job you've never visited?

Short answer: We build the scope entirely from your field documentation.

With thorough photos, sketches, moisture logs and equipment records, a remote estimate can be just as detailed as one written on-site. If something is missing, we ask before we guess.

Who uses outsourced Xactimate estimating?

Water mitigation companies that want to stop writing estimates after hours
Full-service restoration contractors handling fire, mold, contents and rebuild
Growing companies that don't have the volume for a full-time estimator yet (compare costs)
Established companies that need overflow help after storms or busy seasons

We work only for contractors. We don't represent or contact policyholders.

Loss types we estimate

Can I try it before committing?

Short answer: Yes. Your first standard file is on us.

Send us your first everyday job and we'll write the full Xactimate estimate free of charge, so you can see the quality, detail and speed firsthand. No credit card needed.

One free estimate per new company, for a typical, everyday loss. Large or complex losses (like whole-structure fires or large commercial jobs) aren't eligible. We review every request and may decline the free estimate at our discretion. If we do, we'll tell you before any work starts, so you're never surprised by a fee.

Send My First File

Or call or text Mike or Erik:

Related guides

FAQs

Why is the fee based on what's written, not what's collected?

Writing the estimate is the service. You review and approve it first, so you decide exactly what number the fee is based on.

What if I don't think an item will get paid?

Tell us before you approve and we'll remove it. Anything removed isn't part of the fee.

Do I need my own Xactimate license?

No. We write on our own Xactimate license.

Do you guarantee the carrier will approve the estimate?

No. Estimates reflect our professional judgment based on the information you provide. We don't guarantee coverage, approval, payment amount or timing.

Can you help after the estimate is submitted?

Yes, with claim support: follow-up and documentation on your invoice for 3.5%, paid only when you're paid.

Send us your next estimate.