Estimate Management
View and manage damage estimates on your appraisals, including Xactimate line items, PDF extraction, and catalog search.
The opposing appraiser sends you their estimate as a 40-page PDF. You need every line item, every quantity, every unit cost in front of you in a workable format so you can compare scope against your own estimate and identify the real points of dispute. Retyping 200 line items by hand is a half-day of work that is also where data entry errors creep in and undermine your credibility in negotiation.
AwardLettr ingests estimates three ways: native ESX import if the file came from Xactimate, PDF extraction if all you have is a printed version, and manual entry against a built-in Xactimate catalog so the codes and descriptions stay standardized. Once the data is in the system, you can reorganize by work area, edit inline, and watch RCV and ACV totals recompute automatically as you negotiate.
Useful for every appraiser handling disputed estimates. The PDF extraction matters most when working with carriers who do not share native estimate files. The catalog matters most for appraisers who want their own estimates to match Xactimate nomenclature that the carrier reviewers are used to seeing.
What Is an Estimate in AwardLettr?
In the appraisal context, an estimate is a collection of line items that describe individual repair or replacement activities. Each line item includes a description, quantity, unit of measure, unit cost, and totals for both Replacement Cost Value (RCV) and Actual Cash Value (ACV). Line items are grouped by work area (e.g., Roof, Kitchen, Living Room).
Viewing and Managing Line Items
Estimate line items live on the Award tab of each appraisal. From there you can:
- Add individual line items manually
- Edit quantities, costs, and descriptions inline
- Move items between work areas
- Delete or hide specific line items
- View running RCV and ACV totals per work area and overall
Work Areas
Work areas organize line items by physical location or scope category on a property. Common work areas include Roof, Exterior, Interior, HVAC, and Detached Structures. You can create custom work areas to match the structure of your estimate. Totals are summarized per work area, making it easy to negotiate individual sections of the loss.
Xactimate Integration — ESX File Import
If your estimate was built in Xactimate, you can export it as an ESX file and import it directly into AwardLettr. This pulls in all line items, work areas, and pricing automatically.
Export from Xactimate
In Xactimate, use the export feature to save the estimate as an ESX file.
Open the Award tab
Navigate to the appraisal and click the Award tab.
Click Import ESX
Select the ESX file from your computer.
Review imported items
AwardLettr parses the file and populates your line items. Review for accuracy and make any adjustments.
ESX Import Saves Time
PDF Extraction
If you have an estimate in PDF format (for example, from the carrier's adjuster), you can upload the PDF and AwardLettr will attempt to extract line items automatically. Extracted items are presented for your review before being added to the award.
Upload the PDF
From the Award tab, use the PDF upload option to attach the estimate PDF.
Wait for extraction
AwardLettr parses the document to identify line items, quantities, and costs.
Review and confirm
Check the extracted items for accuracy. Edit any fields that were not parsed correctly before importing.
Extraction Accuracy Varies
Catalog Search for Xactimate Activities
When adding line items manually, you can search the built-in Xactimate activity catalog to find standard line item descriptions and codes. This ensures your line items use recognized Xactimate nomenclature and speeds up data entry.
Click Add Line Item
In the Award tab, click the button to add a new line item.
Search the catalog
Type a description or Xactimate code (e.g., "RFG" for roofing) to find matching activities.
Select an activity
Click a catalog result to populate the description and unit fields automatically.
Enter quantity and cost
Fill in the quantity and adjust the unit price as needed.