What Is an ESX File and Why Does It Matter?
An ESX file is the working project file created by Xactimate. It contains the estimate data that lets another Xactimate user open the claim, review the scope, adjust line items, and continue working without rebuilding the estimate from a PDF.
What an ESX file contains
An ESX file can carry the estimate structure, rooms, dimensions, line items, quantities, notes, pricing information, and other project details saved in Xactimate. Think of it as the editable source file. A PDF shows the result. The ESX preserves the working estimate behind that result.
Why contractors ask for the ESX
A PDF is useful for reading, but it is not efficient for detailed estimate work. If a contractor receives only a PDF, the estimating team may need to recreate rooms and line items before making corrections. An ESX file gives the team a better starting point and makes it easier to compare the original scope with the corrected version.
The ESX is especially useful when:
- The carrier estimate is missing repair operations
- Quantities or room dimensions need review
- Detach and reset steps were overlooked
- Finish layers or substrate work are incomplete
- Supporting notes need to be added to specific line items
- The contractor wants an editable file for internal review
ESX versus PDF
The difference is simple. A PDF is a snapshot. An ESX is the editable project.
A PDF can show line items, totals, notes, and summaries. It is easy to email and review. It does not normally let the recipient import the estimate directly into Xactimate.
An ESX file can be imported into Xactimate so the estimator can inspect the estimate as a working project. That makes detailed review and revision much faster.
What to send with an ESX file
The ESX is valuable, but it is only one part of a complete review package. Send the information that explains the actual repair.
A strong file package may include:
- The original ESX, if available
- The carrier or existing estimate PDF
- Photos of the damaged areas
- Measurements, sketches, or floor plans
- Moisture maps or mitigation documents when relevant
- Subcontractor quotes and material selections
- Notes describing site conditions or work already completed
- Any documents that support a specific repair method
Organize the files so the estimator can match each photo or document to the affected room or trade. Clear file names save time and reduce follow-up questions.
What if you do not have the ESX?
You can still begin with a PDF and supporting documents. The estimate may need to be recreated in Xactimate before it can be corrected, so provide the clearest version of the estimate you have. Do not delay a review simply because the ESX is unavailable.
Ask the sender whether an ESX export can be provided. If not, send the PDF, photos, measurements, and other project records. An estimating team can then determine the most practical path.
How to export an ESX from Xactimate
The exact labels can vary by Xactimate version, but the process generally starts inside the project list. Select the project, choose the export or send option, select the ESX file format, and save the file to a known folder. Confirm that the exported file ends in .esx before uploading it.
If the project contains sensitive information, use your company’s approved method for transferring claim files. Keep the original file unchanged and work from a copy inside your estimating process.
What a good ESX review should produce
The goal is not to add random line items. The goal is to build a repair scope that follows how the work is actually performed.
A useful review should connect each recommended change to the room, quantity, repair sequence, supporting document, and estimating rationale. Where appropriate, the estimate can include an F9 note with a code, manufacturer instruction, project document, or concise explanation.
SaguaroScope prepares Xactimate documentation for contractor review. Your company reviews, approves, and decides what to submit.
