How to Import an ESX File into Xactimate (Step-by-Step Guide)
Before You Import: What You Need (ESX File + Xactimate)
If you work with insurance estimates, contractors, public adjusters, and estimators often exchange files using ESX format. An ESX file is the native estimate format used by Xactimate, allowing you to import a complete estimate including line items, quantities, and notes.
In this guide, you’ll learn:
- What an ESX file is
- How to import an ESX file into Xactimate
- Common issues when importing ESX files
- How to convert PDF estimates into ESX files
What Is an ESX File?
An ESX file is a structured estimate file used by Xactimate. Unlike PDFs, which are static documents, ESX files contain editable data.
An ESX file includes:
- Line items
- Quantities
- Pricing data
- Folders
- Notes (F9)
- Estimate structure
Because the data is structured, Xactimate can open the estimate instantly.
Learn more in our guide to What is an ESX file in Xactimate.
How to Import an ESX file into Xactimate
Step 1: Open Xactimate
Launch Xactimate and navigate to your Projects dashboard.
Step 2: Open Tools → Data Transfer (Import)
On the left, select Tools, then the "Import" radio button. Set the folder "Location" where your ESX file is located, then click on "SELECT DATA."
Step 3: Select and import the ESX File
The DATA Transfer window will appear. Choose your .ESX file and click on "IMPORT". A message stating "Import Successful" will show, then select CLOSE.
Step 4: Confirm Import & Open Xactimate file
Select "Local" at the top left, which takes you to your local files. You will see this new file (e.g. EH693_VAF6M). Double click this file and it will open.
Step 5: Revise and Save Estimate
Make any necessary revisions to your file. Once completed, ensure you save the file. To do this, look for "Save and Exit" at the bottom left. You will be asked "Do you want to save changes", select YES.
Can Xactimate Import a PDF?
No. Xactimate can’t import PDFs directly. PDFs are static. To work with editable estimate data inside Xactimate, you need an ESX file (or a conversion tool that generates one). If you only have a PDF, EstimateHub can convert a Xactimate PDF into an ESX file so you can import it into Xactimate.
Common Issues When Importing ESX Files
Pricing Differences
Pricing may update based on your current Xactimate price list.
Missing Line Items
If the source estimate came from a PDF, the data might have been manually rebuilt. Using a structured ESX file avoids this issue.
File Compatibility
Make sure the file is .ESX/.esx not .PDF/.pdf as Xactimate cannot import PDFs directly.
What If You Only Have a PDF Estimate?
Many contractors receive PDF estimates from adjusters instead of ESX files. Because PDFs are static, you normally have to rebuild the estimate manually. A faster option is using a PDF to ESX converter. You can convert a PDF estimate into a structured ESX file using the PDF to ESX Converter at EstimateHub.
Conclusion
Importing an ESX file into Xactimate is simple once you have the correct file format. ESX files allow contractors and adjusters to work with fully editable estimates instead of static PDFs. If you only have a PDF estimate, converting it into an ESX file can save hours of manual rebuilding.
