Xactimate Virtual Assistant

Xactimate Virtual Assistant Services for Roofing and Restoration Contractors

Contractors who work insurance jobs need estimates that match how adjusters and carriers read them, line by line. A clear, well-documented estimate can mean a fast approval instead of weeks of back-and-forth. But sketching, data entry, photo work, and estimate comparisons can eat up most of an estimator's day.

A dedicated Xactimate Virtual Assistant takes on that desk work. Your assistant prepares sketches, line items, photo reports, and trackers so your estimators can review, adjust, and submit.

Intelus Agency connects contractors with carefully selected remote professionals who know Xactimate and learn your estimating standards. Inspections, scope decisions, code requirements, final estimate approval, and all carrier negotiations stay with your estimators and licensed staff. Your assistant does not negotiate claims, interpret policies, or act as a public adjuster.

Intelus Agency is an independent virtual assistant provider and is not affiliated with, endorsed by, or sponsored by Verisk or Xactimate.

Xactimate Project Setup and ESX Imports

Xactimate, from Verisk, is the leading estimating software for property insurance claims. Most roofing estimates start with measurements from an aerial or photo-based provider, and your assistant gets each project set up correctly from the start.

Support includes:

• Creating new Xactimate projects with complete claim and customer details
• Ordering or downloading ESX files from EagleView or Hover
• Importing ESX files into the correct project
• Checking that roof facets, pitches, and structures came across correctly
• Importing interior floor plans from tools like Encircle
• Flagging missing structures such as detached garages or sheds
• Attaching measurement reports to the project file
• Naming and filing projects in a consistent way

A clean setup means every step after it moves faster and with fewer errors.

Xactimate Sketch Support

A clean Xactimate Sketch makes every area and perimeter line item calculate correctly. When there is no ESX file, your assistant builds the sketch from the measurements, floor plans, or photos your team provides.

Support includes:

• Building interior rooms with correct wall heights and ceiling types
• Adding doors, windows, and other openings
• Drawing roof facets and setting pitches
• Adding elevations and exterior surfaces for storm work
• Using Sketch AR measurements your field team captures
• Labeling rooms and slopes to match your photo report
• Checking square footage against field notes
• Updating the sketch when your estimator finds new damage

Your estimator confirms the measurements. Your assistant makes sure the sketch is accurate and easy to read.

Xactimate Estimate Preparation

An Xactimate Estimate is built from the sketch and a detailed list of line items priced from regional price lists. Your estimator inspects the loss and records the scope, and your assistant turns that scope into a clean draft.

Support includes:

• Applying the correct price list for the loss location and date
• Entering line items room by room or slope by slope
• Using your saved macros and templates for common job types
• Adding notes that explain each line item
• Linking photo references to supporting items
• Flagging anything in the scope that is unclear before guessing
• Checking for duplicate or missing line items
• Preparing a summary page for your estimator's review

Our estimates and proposals team follows this same review-first process across trades.

Xactimate Estimate Writer Support

An Xactimate estimate writer in a support role drafts the work so your licensed estimators can focus on decisions. Your assistant works inside your standards, not around them.

Support includes:

• Drafting estimates from your estimator's scope, photos, and notes
• Following your company's line item and note style
• Applying overhead and profit settings your team specifies
• Using XactScope guided roof and exterior scoping when your team uses it
• Sending drafts to your estimator for review and edits
• Making revisions based on estimator feedback
• Exporting final estimates after approval
• Keeping a version history of each estimate

Your estimator reviews, edits, approves, and submits every estimate. Our cost estimating specialists can support non-insurance bids as well.

Roofing Supplement Support

A roofing supplement starts when the carrier's estimate does not match your scope. Your assistant compares the two line by line and builds the package your estimator needs to request what was missed.

Support includes:

• Comparing carrier estimates with your scope line by line
• Listing missing items, different quantities, and pricing differences
• Pulling the photos and notes your estimator selects for each item
• Preparing the supplement package for estimator review
• Recording submission dates for each supplement
• Tracking carrier responses and approved amounts
• Scheduling follow-ups when responses are late
• Updating the job record with approved changes

Your estimator decides what to request and handles every conversation with the adjuster.

Photo Reports and Claim Documentation

Carriers expect photos that clearly support each line item. Well-organized documentation reduces questions from desk adjusters and speeds up reviews.

Support includes:

• Pulling photos from your field app or CompanyCam
• Organizing photos by room or roof slope
• Adding short labels from your estimator's notes
• Matching photo order to the estimate's line items
• Removing blurry or duplicate photos
• Building a photo report that ships with the estimate
• Adding before, during, and after photos as work progresses
• Saving reports to the claim file

Strong documentation gives your estimators a stronger file to stand behind.

Price Lists, Macros, and Templates

Xactimate price lists are updated regularly by region. Your assistant keeps your setup current so every new project starts with the right data.

Support includes:

• Checking that new projects use the right price list
• Maintaining macros for roof replacements, water mitigation, and drywall repairs
• Updating templates when your estimators change standards
• Keeping a log of when templates were last reviewed
• Removing outdated macros so they are not used by mistake
• Sharing a short summary of price list changes with your team
• Testing templates on sample projects after updates
• Keeping macro names clear and consistent

Your estimators approve every template change. Your assistant keeps the library clean.

XactAnalysis Assignment and Claim Tracking

For contractors who receive work through carrier programs or third-party administrators, assignments and status updates often run through XactAnalysis. Your assistant keeps every file moving on time.

Support includes:

• Watching for new assignments
• Logging new claims in your job tracker
• Updating job status at each stage
• Uploading estimates, photos, and documents on time
• Tracking every open claim, its stage, and its next deadline
• Flagging files close to program deadlines
• Checking files against program standards before upload
• Sending weekly claim status reports to managers

Our quality assurance specialists can help you meet program file standards consistently.

Insurance Job Collections

Insurance jobs often pay in stages, with depreciation released after work is complete. Your assistant tracks every payment so nothing gets left on the table.

Support includes:

• Tracking what has been paid and what is still owed
• Listing documents the carrier or mortgage company needs
• Sending certificates of completion and final invoices
• Following up with homeowners on outstanding payments
• Tracking depreciation release requests
• Logging payments in your accounting system
• Sending aging reports to your office manager
• Flagging jobs with stalled payments

Our accounts payable and receivable team can take on larger collection workloads.

Insurance Restoration Virtual Assistant Support for Contractors

Estimate volume often spikes after major storms, and every day of delay slows down cash flow. An Xactimate Virtual Assistant helps your team keep up without adding in-house staff.

Our Xactimate Virtual Assistants can support:

• Storm restoration roofing companies
• Water damage restoration contractors
• Fire damage restoration contractors
• Mold remediation companies
• General contractors handling insurance repairs
• Exterior contractors working storm claims
• Multi-location restoration companies

See our construction virtual assistant and home services virtual assistant pages for broader support options.

Why Choose Intelus Agency for Xactimate Virtual Assistant Services?

Insurance estimating takes accuracy, speed, and careful documentation. Intelus Agency connects contractors with remote professionals who have Xactimate experience and adapt to your standards.

Benefits of working with Intelus Agency include:

• Hand-selected remote professionals with Xactimate experience
• Flexible month-to-month staffing
• Faster sketches and draft estimates
• Cleaner photo reports for desk adjusters
• Line-by-line carrier estimate comparisons
• Organized supplement tracking
• On-time XactAnalysis uploads
• Steady follow-up on insurance payments
• Review-first process that keeps your estimators in control
• Extra capacity during storm season

Our goal is to help your estimators close more files, faster, without the cost of growing your office staff.

Hire an Xactimate Virtual Assistant Today

Stop spending valuable time building sketches, entering line items, organizing photos, and chasing supplement responses.

Intelus Agency helps roofing and restoration contractors find dedicated remote professionals who can support Xactimate estimating and everyday claim administration.

Ready to speed up your insurance estimates? Book a free outsourcing consultation with Intelus Agency and find an Xactimate Virtual Assistant who fits your business needs.