Can you outsource just one Xactimate estimate?

One assignment still has a clear agreement

The standard per-job route authorizes an individual job through its Project Service Order. A governing company MSA may remain in effect beyond that job; its duration is different from the scope of the assignment. Review its continuing terms before signing.

A standing annual agreement can authorize covered jobs without individual PSOs. That is a separate agreement route. Billing and release terms are also separate: an annual authorization does not automatically create periodic billing, free work or priority delivery.

Starting with one file is a paid service assignment. The accepted agreements control scope, fees and any continuing obligations. Do not treat the first-file invitation as a free trial, a refund promise or a waiver of contract terms.

• Current service prices and payment milestones
• How an assignment moves through the process

Choose a file that answers your real question

Choose work that represents what you may send again and that your team can evaluate. A first assignment does not need to be your largest or most urgent claim. Staff confirms service fit; a small file is not automatically eligible for the lowest workload tier.

• Estimate writing
• Mitigation writing and review
• F9 documentation

Send the scope and records you have

• Identify the property, project type, contractor contact and outcome you need.
• Provide your defined scope, measurements or sketch, photos and the current estimate if one exists.
• For mitigation, state whether field work is complete and include available logs and equipment placement/removal records.
• Identify missing facts and the current file version. Do not invent a measurement or date to fill a gap.
• Share only records you are authorized to provide and remove unrelated personal information.

You can make the initial inquiry with incomplete information. We identify what is still needed and whether it affects acceptance or timing. Defined-scope writing does not require an existing insurer estimate; a comparative F9 assignment needs its applicable written baseline.

• Start your file
• File sharing and confidentiality

Confirm the output, price and target

Before production, confirm which deliverables are included, how the fee is calculated, when payment is due and how revisions or added work are handled. Give us your actual deadline so we can confirm whether the timing is achievable.

For standard writing accounts, the base writing fee is paid at handoff before final ESX/PDF release. The $99 limited mitigation review is paid before review begins. Approved periodic accounts follow their agreed terms. Accepted F9 notes travel with the estimate; the later F9 percentage or minimum fee remains separate from the base estimate charge.

• Verify the current pricing rules

Keep a simple test record

Agree on the expected output before the paid assignment starts, then keep these observations as the work progresses.

• Questions during production: Record whether the estimator asks focused questions about missing dimensions, materials or work sequence and uses your answers. Unresolved facts should stay visible.
• Scope logic: Trace a repair from access and removal through preparation, rebuilding and closeout. Look for supported operations, missing steps and duplicates, not just a favorable total.
• Usable files: For an assignment that includes them, open the ESX and PDF and check the sketch, quantities, versions and accepted documentation. A limited mitigation review has a different agreed output.
• Corrections: Log the issue, its location, the response and resolution. Distinguish an error within the original assignment from new information or added scope; note repeated problems.
• Communication and timing: Compare the accepted target with the actual handoff, recording missing-input holds and agreed changes. Evaluate question clarity, updates and your team’s coordination effort.

Review the handoff before deciding what comes next

1. Check that the returned files match the accepted assignment and correct property/version.
2. Review the quantities, sketch and accepted notes against your field records.
3. Resolve open questions and send one clear list of any corrections or new information.
4. Record your preparation, coordination and review effort alongside the accepted delivery target.
5. Decide whether to send another suitable file, refine the handoff or discuss a different service arrangement.

Use the result to assess technical clarity and how the teams work together. One file does not prove every future turnaround or claim outcome. Your company remains responsible for field verification and approval of the work.

• See what scope review looks for

Questions contractors ask