What Is an ESX File? Everything Restoration Pros Need to Know

An ESX file is the native project file format for Xactimate, the estimating software used by virtually every insurance carrier in North America (according to Verisk). The ESX file contains the complete editable estimate - line items, Sketch drawings, measurements, photos, pricing data, and claim information - all in a single file that Xactimate can open and modify. Unlike a PDF, which is read-only, the ESX file is the working document that adjusters, contractors, and supplement companies use to review scope, write supplements, and submit through XactAnalysis.

This guide covers what ESX files contain, why they matter, how to open them, and what to do when you get a PDF instead of one.

ESX Files: The Basics

An ESX file is Xactimate's proprietary project file format, developed by Verisk (formerly Xactware). It functions as a container that holds every component of an insurance estimate in one editable package:

• Line items - every material, labor, and equipment charge in the estimate
• Sketch data - the floor plan drawings with room dimensions, elevations, and roof measurements
• Photos and documentation - any images attached to the claim
• Pricing data - which price list was used and when it was last updated
• Claim information - insured's name, policy number, date of loss, carrier details
• Notes and comments - adjuster notes, scope details, anything typed into the estimate

All of that lives inside a single .esx file. When you open it in Xactimate, the software unpacks everything and presents it as an editable estimate.

Why ESX Files Matter for Contractors

For restoration contractors, the ESX file is the essential working document for every insurance claim. It enables supplement writing, line item verification, and XactAnalysis submission - none of which are possible with a PDF. Here is why the ESX format matters:

Supplements Start with the ESX

When you write a supplement, you're adding to the adjuster's original estimate. That means opening their ESX file, reviewing the existing scope of work, and adding the line items they missed. You can't do that with a PDF. A PDF is a printout. The ESX is the actual project.

Without the ESX, you'd have to rebuild the entire estimate from scratch in Xactimate, re-enter every line item the adjuster already approved, and then add your supplement on top. That's hours of work that doesn't need to happen.

Line Item Verification

A PDF shows you what the adjuster scoped, but you can't dig into the details the same way. In the ESX file, you can check exactly which price list the adjuster used, see whether they applied depreciation correctly per line item, verify waste factors, and confirm that the Sketch dimensions match the actual property. That level of detail matters when you're disputing an underpayment.

XactAnalysis Integration

If you're working with carriers through XactAnalysis, the entire workflow runs on ESX files. Assignments come in as ESX files. You submit your estimate as an ESX file. Supplements get appended to the original ESX file. The PDF is just the human-readable output. The ESX is what the system actually processes.

How to Open an ESX File

There are three ways to open an ESX file:

1. Xactimate Desktop

The traditional method. Open Xactimate, go to your Projects tab, and import the ESX file. The software unpacks everything and you can start editing. This requires an active Xactimate subscription.

2. Xactimate Online (XOL)

The browser-based version of Xactimate. Upload the ESX file and it opens in your browser. Same editing capabilities, no desktop software required. Also requires a subscription, but some users prefer this for remote work or if they're on a Mac.

3. XactAnalysis Direct Transfer

If you're receiving assignments through XactNet or XactAnalysis, the ESX file arrives directly in your Xactimate queue. No manual import needed. Just open the assignment from your dashboard.

The PDF Problem

The most common workflow issue in insurance restoration involves adjusters sending PDF estimates instead of ESX files. Here is the scenario that plays out on restoration jobs every single day: the adjuster comes out, inspects the property, writes their estimate in Xactimate, and sends the contractor a PDF.

Not the ESX file. A PDF.

The PDF shows the line items, the totals, maybe the Sketch. But it's flat. You can't edit it. You can't add to it. You can't open it in Xactimate and start writing your supplement.

This is where most contractors get stuck. The options used to be:

1. Call the adjuster and ask for the ESX file. Sometimes they'll send it. Sometimes they won't. Sometimes they take two weeks to respond.
2. Re-key the entire estimate into Xactimate by hand. Line by line. Every measurement, every quantity, every line item code. This can take hours for a large loss.
3. Use a conversion tool. Upload the PDF and have the converted estimate sent directly to your Xactimate account in seconds.

Option 3 is why tools like CapOut exist. You upload the insurance PDF, CapOut reads the line items and data, and sends the converted estimate directly to your Xactimate account. No re-keying. No waiting on the adjuster. CapOut also turns that same upload into a production-ready breakdown: profit analysis by trade, context-aware material orders (change the shingle brand and hip, ridge, and starter products auto-switch to match), and labor orders loaded per crew with real-time margin visibility.

Common ESX File Issues

A few problems come up regularly when working with ESX files:

Version Mismatch

Xactimate updates regularly, and sometimes an ESX file created in a newer version won't open cleanly in an older version. If you get an error when importing, check your Xactimate version first. Updating usually fixes it.

Corrupted Files

ESX files can get corrupted during email transfer, especially if an email server strips or modifies the attachment. If a file won't open and you've confirmed your Xactimate version is current, ask the sender to re-export and send it again. Using XactAnalysis or XactNet for transfers avoids this issue entirely.

Missing Price Lists

Every ESX file references a specific price list (region and date). If you don't have that price list downloaded in your copy of Xactimate, the line item prices may show as zero or throw warnings. Go to your price list manager and download the matching region and date.

Sketch Won't Render

Occasionally the Sketch portion of an imported ESX file won't display correctly. This is usually a graphics driver issue on your machine. Try switching between the legacy and modern rendering modes in Xactimate's settings.

ESX vs. Other File Formats

Format	Editable?	Contains Full Estimate?	Requires Xactimate?
.esx	Yes	Yes - line items, Sketch, photos, notes, pricing	Yes
.pdf	No	Partial - shows totals and line items but no edit capability	No
.xls/.csv	Partially	Line items only - no Sketch, no photos	No
.esi	Yes	Yes (older Xactimate format, pre-ESX)	Yes (older version)

When You Need the ESX (and When You Don't)

You need the ESX file when:

• You're writing a supplement and adding line items to the adjuster's original estimate
• You need to verify the Sketch dimensions against the actual property
• You're checking whether overhead and profit was included or excluded
• You're submitting through XactAnalysis and need the file in the correct format
• You're comparing the adjuster's scope to your own field measurements line by line

You might not need the ESX when:

• You just need to review the adjuster's total and accept the estimate as-is
• You're using the estimate as a reference to order materials
• You need to send the estimate to a homeowner for their records (the PDF works fine for this)

For most restoration contractors who actively manage claims and write supplements, the ESX file is the format you'll work in daily. If you're getting PDFs instead, CapOut is free to start with 300 tokens and no credit card required. Upload a PDF and CapOut processes it and sends it directly to your Xactimate account. From the same upload, CapOut generates trade-level profit breakdowns, material and labor orders, and gives you an AI Claim Assistant that writes documented, cited responses when an adjuster denies a line item.

Related Guides

• PDF to ESX: The Complete Guide to Converting PDFs to Xactimate
• The Complete Guide to Xactimate (2026)