An estimating workflow without another full-time role.

Keep the field knowledge inside your company

You do not need every project manager or owner to become the person who builds the Xactimate file. You do need someone who can explain the work, provide measurements, identify materials, and answer questions. That responsibility stays close to the job.

Choose a company contact who can consolidate scope decisions and review the estimate. They may be an owner, project manager, or another authorized team member. Agree internally who confirms quantities, who checks the draft, and who approves its use. Otherwise an outside writer can become stuck between conflicting instructions.

Build one repeatable handoff

A useful intake package lets the estimator understand where the work occurs and what your company intends to do. Photos show visible conditions; they do not reliably establish every dimension, concealed layer, or repair decision. Include what you know and identify what remains uncertain.

• Roofing: property information, roof measurements or a report, material and assembly information, photographs, and the defined work.
• Reconstruction: room-by-room scope, dimensions or sketch, affected materials and finishes, photographs, and connected-trade information.
• Water mitigation: completed work details, measurements, photographs, drying records, equipment intervals, and moisture mapping. No insurer-written estimate is expected.
• Review or F9 work: the relevant existing estimate, approval history or baseline where applicable, supporting evidence, and the specific questions to be examined.

• Read the contractor estimating guide

Choose the service by what the file needs

Estimate Only converts a defined roofing or reconstruction scope into an estimate and corresponding sketch. It does not include F9 documentation, technical arguments, or carrier coordination.

F9 documentation adds accepted support to the relevant line items in a roofing or reconstruction estimate. SaguaroScope reviews the complete file and assigns Simple or Advanced documentation before your company accepts the work. You do not need to guess the documentation level when first asking for help.

Water mitigation uses its separate writing and limited-review services. A review returns a marked PDF or issue register; it does not silently become estimate writing. Optional technical support for mitigation is available only for a SaguaroScope-written estimate.

• Roofing services
• Reconstruction services
• Water mitigation services

What happens after you send the file

• Fit review: SaguaroScope checks the requested work, location, records, and capacity and identifies information still needed.
• Acceptance: the applicable agreement establishes the scope, service, price, deliverables, and delivery target before production.
• Preparation: we build the estimate from the accepted scope and ask your contact to resolve factual questions.
• Handoff: your team receives the agreed package under its payment and release terms. Confirm PDF, native ESX, sketch, and any selected documentation before production.
• Your review: compare the estimate to the actual job, confirm quantities and intended repairs, and approve the result before using it.

• See the complete process

Budget for the assignment you actually need

Per-file outsourcing can make estimating expense easier to connect to a specific assignment. It still carries a cost, and the service must fit your workload. Use the published pricing to understand the available structure, then have the file classified or quoted.

For standard estimate-writing accounts, the base estimate fee is paid at handoff before final release. Approved periodic-billing clients follow their agreed schedule. An annual no-PSO agreement changes the authorization route for covered work; it does not automatically change billing or waive fees.

When F9 documentation is selected, its percentage or minimum fee is separate from the base estimate fee and is billed at the applicable later outcome milestone. There is no base-estimate credit toward F9. Separate technical coordination is priced and authorized independently.

• Review current pricing and payment rules

Use outside support where it fits your operation

An outside service is useful when you can supply field facts and review the finished work but do not want to maintain a dedicated estimate-writing role. An in-house estimator may be a better fit when constant site involvement, daily field decisions, or sustained volume justify that position.

Start by observing one appropriate assignment. Were the required inputs clear? Did the questions expose real gaps? Could your team follow the quantities and scope? Were corrections and responsibilities handled clearly? Those answers are more useful than choosing a provider solely by the lowest fee.

SaguaroScope works remotely across its approved service area and confirms eligibility and availability before accepting a file. Your company controls the repair scope, client relationship, and use of the deliverables. We do not represent the insured, determine coverage, negotiate a claim settlement, or guarantee approval. Separately accepted technical coordination may transmit client-approved materials at your direction.

• Explore the outsourcing guide
• Send a file for a fit review

Questions contractors ask