How to Import an ESX File into Xactimate

Getting an estimate out the door isn’t always a one-and-done deal. Whether you’ve received a sketch from DocuSketch°, a contractor, or from another team member, importing it into your Xactimate software is easy.

What you need to remember about using Xactimate is that unlike other types of software, like Microsoft Word or Adobe Photoshop, there isn’t a way to edit a Sketch unless you’re using Xactimate. “You can only open an .ESX with Xactimate,” says Docusketch Estimator and AskAime ruleset developerChristopher Muto. “You can only manipulate the estimate, draw the sketch or export .PDF reports within Xactimate itself.” 

Here’s how to do it:

Import an ESX File into Xactimate with Drag and Drop

To import an ESX file into Xactimate, the process is the same whether you’re using Xactimate Online or Xactimate Desktop. They’ve made it very simple:

1. Open Xactimate. The Local tab should include a list of your current projects.

2. Drag and drop the ESX file you want to import onto your local projects page. A popup will appear showing you the import progress. When you see the “Import Successful” message, close the popup by going to the bottom corner and clicking, “Close.”

3. Your ESX file should now appear under your local projects. Click the project name to view or make changes to your Sketch/Estimate.

Import ESX Files on Xactimate Desktop with Data Transfer Tools

The drag-and-drop method is the fastest way to import ESX files to your Xactimate project. But it’s not the only way to do it. For Xactimate Desktop users, you can also import your files by:

1. Select “Tools” in your Project Dashboard.
2. Under Data Transfer, select “Import.” This type of data transfer is only allowed for users with certain security permissions, so if you don’t see this option, contact your administrator.
3. Select the folder icon. This opens a popup that allows you to browse your computer files. Click the folder that contains the Xactimate file you want to import, and click “Ok.” You will be able to choose the specific file in a moment.
4. After the popup closes, you’ll return to the Tools page. Choose “Select Data” and then “Import” to choose the Xactimate file. 
5. This brings you to a new popup where you can select the specific Xactimate file. 

Once the import is successful, you’ll return to the projects page where you can start working on your imported file.

Import ESX Files on Xactimate Online by Selecting a File from Your Computer

You can drag-and-drop or select a file from your computer with Xactimate Online. To do that:

1. Choose “New Project” from the top of your projects tab.

2. Under “Import,” you can either follow the same drag-and-drop method as described before, or click “Select file from computer.”

3. From there, browse through your files to find the Xactimate file you want to import. Choose “Open,” and then “Import” which will add the file to your projects tab. From there, you can view and edit your Sketch/Estimate in Xactimate.

Tips for a Smooth Import Process

A typical estimation process can take days (or even weeks) to go from start to finish—and that’s before the project breaks ground. With DocuSketch, you can easily capture measurements in minutes at a job site, and our Sketching team can turnaround an Xactimate Sketch in two business days.

Once you receive your Sketch from our team, you’ll need to import the file into your own Xactimate software. “When our clients receive a Sketch, they get an ESX file they can easily import back into Xactimate, where they can make updates or share with their team as needed,” says Muto. 

You can always ask our team if you’re having trouble importing it into your Xactimate instance. Muto noted there are a few common errors that you may run into:

1. Corrupted File

If you’re having trouble importing a file, double check the file integrity. Make sure it hasn’t been compressed, and that it’s the right type of file (.ESX) as that is the only kind of file that Xactimate will open.

To that end, avoid naming your file with special characters like !, ?, or @ as this can create issues opening the file when importing it.

2. Version Compatibility

If you’re having trouble importing your file, double check that you’re using the most up-to-date version of Xactimate Online or Xactimate Desktop.

3. Belonging to an Instance

To be able to open a project in Xactimate, you must belong to an Xactimate instance that matches the security settings for the file you want to open. If the project doesn’t belong to a given instance, or if you’re not an authorized user in the instance, you won’t be allowed to open the file. 

4. Carrier Profiles Need to Match

When importing a file, you need to make sure that the profile matches the settings you have enabled on your computer. What happens when you try to import something like this is you’ll get an error message that says, “Profile unavailable.”

For example, if the ESX file was created under a USAA profile, then you must have USAA for your Xactimate software for the file to open correctly. To fix this, check your profiles under Preferences > Project to confirm that you have the profile that matches the imported file. 

5. Confusing Types of Import Files

This process is not to be confused with importing additional files for your project to add depth, color, or additional information to your Sketch. Xactimate also allows you to import other types of files to your project, depending on the purpose of the file. This includes templates, line item attachments like sounds, or reports. This is added to your Xactimate project.

For example, you can import an Underlay image (.jpg, .png, .gif, for example) pulled from blueprints or realtor’s images to assist with your Sketching project. To add an Underlay image to your project, go to Estimate > Sketch > Options > Import > Import Underlay Image.

After the Sketch

After your sketch is complete, the DocuSketch Estimate Grader is a free tool that offers clear, data-backed suggestions on your estimates so you can catch mistakes before they slow you down and cost you money. Whether you're new to sketching or a seasoned pro, the Estimate Grader is like having a second set of expert eyes on your file.