Create insurance estimates with the Xactimate integration

Overview

With the integration connected and catalog items in your Pricebook, create an insurance Estimate, send it to Xactimate to get carrier-approved pricing, and receive the priced estimate back into ServiceTitan.

Things to know

• The measurement sketch feature (sending measurement data to Xactimate with your estimate) works with Hover and EagleView only. GAF QuickMeasure is not supported for sketch inclusion.

• To include measurement sketches when sending estimates to Xactimate, enable the sketch inclusion option in your Xactimate integration settings. When this setting is off, the option to include measurements does not appear on the Send to Xactimate window.

• The Job must include required insurance information, including the claim number, before you can send an estimate to Xactimate.

Create an Insurance Estimate

You can create an insurance estimate two ways: Using a spec-based estimate template (SBET) or manually.

Option A: Use a spec-based estimate template (SBET)

1. In the navigation bar, go to Pricebook > Templates > Proposal Templates.

   

2. If you do not have a proposal type set up, click Proposal Types.

   

3. Create a proposal type you will use for insurance jobs.

   Note: A SBET proposal type typically contains two estimates: a standard estimate (for a good faith or retail estimate to share with the customer) and an insurance estimate (containing Xactimate line items). Configure your Xactimate line items in the insurance estimate.

   

4. After your Proposal Type is created, go to Spec Based Templates and assign the Proposal Type to the template.

   • If you do not have a Spec Based Template set up, click Create > Spec Based Template.

     

5. From the spec based estimate, go to step 3 to add the Proposal Type.

   • When you select the type from the drop-down, you’ll see the options attached to it.

     

6. Then click Next.

7. In Step 4, set up the estimate and create the formula.

8. Inside the insurance estimate, create item groups and associate each with the applicable structures. A single item group can be associated with more than one structure.

   • Example: An item group for roof replacement might apply to both a Dwelling and a Detached Garage. Associating it with both structures means the line items will be included for each structure the salesperson selects on the form.

     

9. For each item group, choose how the display name should appear on the generated estimate:

   • Use the structure name (e.g., "Dwelling") as the item group name.

   • Or, use the parent service item group name as a fallback.

     

10. Then click Next.  

11. In Step 5, review the template and click Save and publish.

Use the SBET on a job

1. Open a job > Click Job Actions > Add an Estimate.

2. From Build Estimate, click Spec Based Template.

3. Select the Spec Based Template and click Next.

   

4. Click Next again to confirm.

5. On the form, select the applicable structures using the structure checkbox question (available if you mapped structures to the form in Settings > Structures).

6. Fill out the rest of the form and submit. ServiceTitan generates the estimate with separate item groups created for each selected structure.

   • Example: If you selected Dwelling and Detached Garage, the estimate will include one item group for Dwelling and one for Detached Garage, each containing the applicable line items.

7. Review the generated estimate and add any additional Xactimate catalog line items as needed.

   Note: Pricing shows as $0 until you send the estimate to Xactimate and receive pricing back.

Option B: Build a manual insurance estimate

1. Open a job and click Job Actions > Add an Estimate.

   

2. Then click + Build Estimate.

   

3. Select Insurance as the Estimate Type, give the estimate a name, and click Create.

   

4. Once the estimate is created, you'll see the Insurance Financial Summary section on the estimate screen.

   

   • This section is exclusive to the Insurance estimate type and is where pricing populates after you send to Xactimate or use the AI PDF parser.

     Note: The standard estimate does not have this section at all.

5. Add item groups to the estimate.

   

   • For each item group, associate it with a structure (such as Dwelling or Detached Garage) using the Structure drop-down.

     • This drop-down shows all structures you've set up in Settings.

       Note: Item groups not associated with a structure are excluded from the Xactimate payload.

       

6. Within each item group, add line items from the Xactimate catalog.

   • Items from the Verisk catalog are tagged with an Xactimate label, making them easy to identify.

     Note: Only Xactimate catalog items are sent to Xactimate. You can still add items from your regular pricebook to the estimate — for example, for work that insurance isn't covering and you're billing the homeowner directly — but those items will not be included when you send to Xactimate.

     

Send an estimate to Xactimate

Before you send, verify the following:

• Estimate type is set to Insurance: Click the edit pencil on the estimate and confirm the estimate type shows Insurance. This tells ServiceTitan to pull back the financial breakdown from Xactimate, including ACV, RCV, depreciation, and so on. Without it, those values won't be returned.

• All item groups have a structure: Edit an item group and confirm the structure field is set. Items not in a structure-linked group will not be sent.

• All items going to Xactimate are from the Xactimate catalog: Items tagged with the Xactimate label are from the Verisk catalog. Non-Xactimate items can stay on the estimate (e.g., for out-of-pocket work) but won't be sent.

• The job has required insurance information: Navigate to the job's Insurance Summary section and confirm all required fields are filled in, including the claim number. Adjuster information is optional. If the claim number is missing, the Send button will be blocked when you try to send.

Then send the estimate to Xactimate:

1. Search and open the insurance estimate you want to send.

2. Go to the Insurance Financial Summary section and click Send to Xactimate.

   

3. In the Send to Xactimate window, review the overview of what will be sent:

   

   • In the Estimate Items section, review all line items grouped by structure. Confirm quantities and items are correct.

     Note: Non-Xactimate items on the estimate will not appear in this overview.

   • Click Attach Files to upload photos or other supporting files.

   • If you enabled sketch inclusion during setup and have measurements from a supported provider (Hover or EagleView), select whether to include the measurement as a sketch.

     • If you don't want to send a sketch, select Don't send measurement as a sketch.

4. When ready, click Send to proceed to the confirmation step.

   • In the confirmation pop-up, double-check that all information is accurate, then click Send.

   • A toast notification confirms the estimate is on its way to Xactimate.

Receive pricing back from Xactimate

In Xactimate:

1. In Xactimate, go to All Projects and locate the project by date. You will also receive a notification in Xactimate for any assignments received (depending on your Xactimate notification settings).

2. Double-click the project to move it to your local projects, then open it.

3. Click Estimate, then open the estimate items. You'll see the structures and line items that came over from ServiceTitan, with pricing applied from your Xactimate price list.

4. Make any adjustments needed, you can modify line items, quantities, and add additional line items or structures.

   Note: If you create new groups in Xactimate that don't exist as structures in ServiceTitan, ServiceTitan will automatically create those structures for you when the estimate is received back.

5. When finished, complete the estimate: fill in the required fields (such as date contacted and estimator name) and click Finish.

6. Re-sequence line items if needed, then click Save and Exit. The project will show as Uploaded.

In ServiceTitan:

Within a few minutes, a pop-up notification appears in ServiceTitan with the estimate number, confirming that pricing has been received from Xactimate.

1. Click View Estimate to go directly to the estimate.

2. On the estimate page, review the updated line items, including quantities and unit prices. You can compare these side-by-side with the rough draft file returned from Xactimate if needed.

3. At the top of the estimate, see the financial breakdown returned from Xactimate, including:

   1. CV (claim value, including tax)

   2. ACV (actual cash value)

   3. Depreciation

   4. Deductible

   5. Net claim amount

      Note: You do not need to enter any pricing manually. All pricing flows directly from the Xactimate integration.

4. Review the rough draft file attached to the estimate for a full itemized breakdown with total prices per structure.

   Tax note: ServiceTitan calculates tax separately from Xactimate. If you see a discrepancy between your ServiceTitan estimate totals and the Xactimate values, it's because each system has its own price sheet and tax rate. To keep totals aligned, make sure your ServiceTitan account has matching tax Zones and taxable item settings.

Use the AI PDF parser after receiving Xactimate pricing

The AI PDF parser lets you compare an adjuster's scope PDF against an existing estimate, or generate a new estimate directly from a PDF. Parsing typically takes a couple of minutes; you receive a notification when results are ready.

Scenario A: Compare an adjuster's PDF against an existing estimate (most common)

After receiving pricing from Xactimate, you may enter a negotiation phase with the adjuster. The adjuster may send back a revised scope as a PDF. Use the AI PDF parser to compare the adjuster's revisions against your current estimate:

1. On the estimate page, click Upload PDF > Upload new file.

   

2. After uploading, click Review results to see which items were modified, added, or removed.

3. In the Scope of Work Comparison screen, you can do the following:

   • Click Changes to see the Review and apply changes section and identify suggested updates.

   • Click Unchanged to see which items remained unchanged.

   • Click Edit to accept or revert individual changes for items. You can restore, delete, or undo changes for each line item.

4. When finished, click Update to update the existing estimate or create a new estimate.

5. See the Final review screen and click Apply changes.

Scenario B: Generate a new estimate from a PDF (alternate)

If you have an adjuster's PDF but no existing estimate, you can use the AI PDF parser to generate one:

1. Create a blank insurance estimate on the job.

2. On the estimate page, click Upload PDF > Upload new file and upload the adjuster's PDF.

3. After parsing is complete, click Review results.

   

4. Verify accuracy by checking the top-of-page totals and reviewing items structure by structure.

   

5. Correct any small discrepancies (such as rounding differences) and click Save Changes.

   Note: You may need the Verisk pricebook catalog items downloaded to ensure correct pricing on parsed items. If catalog items are missing, ServiceTitan adds them to your pricebook automatically. See the setup article for details.

Want to learn more?

• See Set up the Xactimate Integration for Insurance Estimates