PDFs to ESX

You can save a lot of time by importing PDFs of estimates created by contractors, public adjusters, and restoration companies. By importing line items, folders, and F9 notes directly from static PDFs into Xactimate, rather than rebuilding estimates from scratch or using macros, you can cut your cycle time in half and reduce the risk of errors when recreating estimates.

What is a PDF file?

PDF stands for Portable Document Format and was created by Adobe in 1993. This format was created to preserve layout, formatting, and images regardless of the application or hardware used to open the document. Based on the PostScript language, the PDF encapsulates a description of the fixed-layout document, including fonts, text, vectors, images, and any other information required to display it. It was standardized as ISO 32000 in 2008. Adobe PDFs can contain additional content like graphics, interactive elements, form fields, video, 3D objects, encryption, and digital signatures. This goes beyond what we still generally see in an insurance estimate, but this explains the PDF format.

What is an ESX file?

An ESX file is a file generated by Verisk’s Xactimate Estimating Software. This software is an industry standard for insurance estimating. This proprietary file format is a compressed file bundle containing roof and interior sketches, detailed measurements, photos, and the scope of estimated repairs broken down by category selector, item description, unit price based on zip code, quantity, tax, total cost, and line of coverage, as well as additional information related to the insured or contractor. Depending on who created the ESX file, additional information such as trade summaries, room recaps, and an audit report may be included. The ESX fiel format is a proprietary format meant to be opened by Xactimate software.

What is a PDF to ESX converter?

A PDF-to-ESX converter converts a static PDF estimate made in Xactimate into a structured ESX file that can be imported and edited in Xactimate. Keep line items, folder tree, and F9 notes. No need to manually re-type line items, quantities, and notes; you can convert the PDF and start working from an editable estimate in minutes. Estimate faster by speeding up your Xactimate.
Insurance adjusters often create the initial estimate in Xactimate, so the estimate already exists in a structured format. In most cases, all a contractor needs is the ESX file to review the estimate, make revisions, and submit their bid. Unfortunately, adjusters frequently send only a PDF estimate. What could take an hour with the ESX file can easily turn into 10 hours of manual rebuilding.

The PDF-to-ESX conversion tool enables Contractors, Insurance Adjusters, Public Adjusters, Independent Estimators, and Water Mitigation Specialists to convert Xactimate PDF estimates into structured ESX files for direct import into Xactimate. Instead of manually rebuilding line items from a PDF, users can upload their estimate and receive an ESX file in minutes.

How to turn a PDF into an ESX?

Many insurance professionals are surprised to learn that you can convert an Xactimate estimate provided in Adobe PDF format into an ESX file that you can import into Xactimate. The process can be done with OpenAI’s ChatGPT if you have a Plus subscription, or with some of the online file converters that have appeared on the market lately. The process can be as simple as uploading the file, waiting a few seconds, and downloading an ESX. These tools vary in pricing and ability. The developers at Ready Adjuster are working on a Free Tool for insurance professionals, which will be available in the Summer of 2026, just in time for storm season.

How do I import an ESX file into Xactimate?

Importing an ESX file into Xactimate is easy and only takes a few steps. Make sure you have a valid copy of Xactiamte installed on your PC.
1. Log into Xactimate.
2. Select “Tools” from the left-hand menu.
3. On the “Data Transfer” box at the top, select the radio button that says “Import.”
4. Click on the folder icon and navigate to the folder containing the ESX file.
5. After you have selected the folder containing the ESX file, click “Select Data.”
6. After clicking Select Data, a new window will appear listing all ESX files contained in that folder.
7. Select the filename that you want and click “Import.”
8. Once completed, “Import Successful” will appear in the window
9. Click the close button and select “Local” on the left-hand menu. You will see the .ESX file listed in your projects.