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How to Quickly Log In to Xactimate on Your Computer or Phone

  • Writer: DM Monticello
    DM Monticello
  • 6 days ago
  • 7 min read

What You Need Before Logging In

Before accessing Xactimate, make sure you have the following ready to avoid any frustration or error messages.

Xactware ID and Password

Your Xactware ID is the username tied to your subscription and cloud storage. This is the login you’ll use across:

  • Xactimate Web

  • Xactimate Desktop

  • Xactimate Mobile

If you don’t have one yet, visit Xactware.com and click “Create an Xactware ID” to register.

For help organizing login info securely, see Top 10 Tech Tools for Back Office Teams.



Internet Connection and Browser Requirements

For Xactimate Web, you’ll need:

  • A stable internet connection (Wi-Fi or Ethernet)

  • A compatible browser like Google Chrome or Microsoft Edge

  • Cookies and JavaScript enabled

Slow internet may cause login timeouts or errors, so always test your connection before logging in.



Device Compatibility (PC, Mac, iOS, Android)

  • Xactimate Desktop runs on Windows only. Mac users must use a workaround (like Boot Camp).

  • Xactimate Web works on any browser with internet access.

  • Xactimate Mobile supports iOS and Android, but works best on tablets for easier sketching.

Need to manage logins for a team? Learn How to Build Your Dream Team.



How to Log In to Xactimate Online

Steps to Access Xactimate Web

To log into the web version of Xactimate:

  1. Go to xactimate.com/xor

  2. Enter your Xactware ID and password

  3. Click “Sign In”

  4. Choose your region (if prompted)

If you see a screen that says “Terms and Conditions,” accept to proceed.



Setting Your Default Region

Xactimate works with regional profiles to match your pricing and rules. The first time you log in:

  • Choose your country and region (e.g., USA - Midwest)

  • Save this setting so you don’t have to reselect it each time

This ensures your projects are tied to the correct pricing database.

For more on pricing tools, check out Xactimate Price List: What It Is, How It Works, and How to Use It Right.



Tips for First-Time Users

  • Bookmark the login URL for easy access

  • Allow pop-ups from Xactimate’s domain

  • Keep your browser updated to the latest version

If you run into trouble, try clearing your cache or switching browsers.



How to Log In to Xactimate Desktop

Installing Xactimate Desktop

To use Xactimate Desktop, you’ll need to:

  1. Visit xactimate.com

  2. Go to the “Downloads” section

  3. Choose the latest version for Windows

  4. Follow the installer prompts

  5. Restart your computer after installation

Note: Mac users must install a Windows partition or use virtualization software like Parallels.

Looking to delegate technical setup? Learn What Is Back Office Outsourcing.



Launching the Program and Entering Credentials

After installation:

  1. Open the Xactimate Desktop application

  2. Enter your Xactware ID and password

  3. Select your region/profile

  4. Choose to store your credentials for faster future logins (optional)

If your license is active and credentials are correct, you’ll be taken to the Control Center to begin creating estimates.



What to Do If Login Fails

Common login failures can be caused by:

  • Expired license

  • Incorrect password

  • Internet firewall settings

  • Using the wrong region code

Troubleshooting tips:

  • Reset your password at id.xactware.com

  • Disable VPNs or firewalls temporarily

  • Contact Xactware support to verify account status

Want tools to reduce IT headaches? Read How to Automate Back-Office Operations.



How to Log In to Xactimate Mobile

Downloading the App from the App Store/Google Play

To install Xactimate Mobile:

  • On iOS: Open the App Store and search “Xactimate”

  • On Android: Open Google Play and search “Xactimate”

  • Tap “Install” and allow all permissions

Note: The mobile app is free but requires an active Xactimate license to function.



Entering Your Xactware ID on Mobile

  1. Launch the Xactimate Mobile app

  2. Enter your Xactware ID and password

  3. Choose or create a region profile

  4. Sync with your Xactimate account (cloud-based)

You can now create estimates, add sketches, and take job-site photos—all from your phone or tablet.

For mobile setup guidance, see Xactimate Mobile Training.



Syncing Projects from Desktop or Cloud

Xactimate Mobile syncs with your cloud storage so you can:

  • Start an estimate in the field

  • Finish and polish it on your desktop

  • Share files across your team

Just tap “Sync” before and after edits to ensure updates are reflected in both platforms.



Common Login Issues and Fixes

Forgot Password or Xactware ID

If you forgot your password:

  1. Go to id.xactware.com

  2. Click “Forgot Password”

  3. Enter your email and follow the reset link

To retrieve your Xactware ID, contact your team admin or Xactware support.



Login Loop Errors

If you're stuck in a login loop:

  • Clear your browser’s cache and cookies

  • Restart your device

  • Try a different browser or reinstall the app

This typically fixes persistent login attempts that don’t redirect correctly.



Compatibility Warnings and Outdated Software

Outdated software can prevent login:

  • Always use the latest version of Xactimate

  • Update your operating system for compatibility

  • Avoid using unsupported browsers like Internet Explorer



How to Set Up and Manage Xactimate User Profiles for Your Team

Whether you run a small restoration crew or manage a multi-branch operation, organizing your team’s access to Xactimate is essential for maintaining security, accountability, and productivity. Xactimate allows you to set up individual user profiles with specific roles, permissions, and saved settings.

In this section, we’ll walk you through the full setup process and best practices for managing user profiles in Xactimate across web, desktop, and mobile platforms.



Why User Profiles Matter

Each team member should have their own user profile to:

  • Keep project data secure

  • Track changes and edits in estimate files

  • Maintain consistent region settings and pricing access

  • Store personalized templates and macros

Using shared logins is discouraged because it increases the risk of errors, data loss, and confusion during claim reviews.

Need help hiring or onboarding new team members? Read How to Build Your Dream Team.



Step 1: Set Up a Master Administrator Account

Before creating additional profiles, you need a master administrator account. This is typically:

  • The business owner

  • The office manager

  • Or the IT lead

This master account will manage:

  • Billing and licenses

  • User invitations

  • Regional settings

  • Security policies

To create a master account:

  1. Visit id.xactware.com

  2. Choose “Create an Account”

  3. Use a professional email (e.g., ops@yourcompany.com)

  4. Choose your role as “Admin/Owner”

Once your account is confirmed, you’ll access the Xactimate Admin Portal.



Step 2: Add and Invite Team Members

From the Admin Portal:

  1. Click on “User Management”

  2. Select “Add New User”

  3. Input their name and email address

  4. Assign a license from your available pool

  5. Set roles and permissions (Estimator, Admin, Read-Only, etc.)

  6. Click “Send Invite”

Your teammate will receive an email to set their password and create their Xactware ID. Once logged in, they’ll have access to assigned regions and estimates.

Need to keep tasks assigned by role? Read How to Automate Back-Office Operations.



Step 3: Define User Roles and Permissions

Roles control what users can and cannot do inside Xactimate. Here are the most common:

  • Estimator: Can create, edit, and submit estimates

  • Reviewer: Can read and comment on estimates but not edit

  • Manager: Has admin privileges to add/remove users and view company-wide reports

  • Mobile Only: Restricted to using Xactimate on tablet/phone for fieldwork

Customize these based on your operational needs and assign minimum necessary privileges to reduce risk.



Step 4: Customize User Settings

Each user can customize:

  • Region profile (e.g., SoCal vs. Texas)

  • Preferred estimate templates

  • Macros and line item favorites

  • Sketch settings

  • Keyboard shortcuts

Encourage your team to save time by building and sharing estimate templates and pre-built line item groups.



Step 5: Enable Sync Across Devices

If users work in the field and office, they’ll benefit from cross-device syncing. Steps:

  1. Ensure their license supports cloud syncing

  2. Ask them to log into Xactimate Mobile and Desktop with the same ID

  3. Enable auto-sync and project sharing from the Control Center

This lets a tech start a job on-site, then have an admin finalize the estimate at HQ.



Step 6: Monitor Login and Activity Logs

From the Admin Portal or your enterprise dashboard, you can:

  • Review login history

  • Check failed logins

  • Track file edits and version changes

These logs are helpful for:

  • Managing security

  • Auditing estimates

  • Resolving discrepancies

Pair this with structured job tracking using tools from Top 10 Tech Tools for Back Office Teams.



Step 7: Remove or Reassign Users

If a team member leaves or changes roles:

  • Immediately disable their login in the Admin Portal

  • Reassign their estimates to another user

  • Change the password or access token if shared devices were used

This avoids project confusion and protects sensitive customer data.

Looking to reduce turnover? Explore How Operational Efficiency Drives Sales Growth.



Tips for Managing Xactimate Users Effectively

  • Weekly Check-Ins: Review project status and activity for each user.

  • Onboarding SOPs: Create a quick-start guide for new hires on how to log in, sync, and use core tools.

  • Access Tiers: Keep high-level controls limited to management and IT staff.

  • Ongoing Training: Host quarterly refreshers or use a VA to deliver short, focused how-to videos.



Common Mistakes to Avoid

  • Using shared logins (violates terms and risks data mix-ups)

  • Failing to assign regional profiles (causes pricing conflicts)

  • Not updating user permissions when roles change

  • Ignoring expired licenses that cut off access during peak jobs

Avoid these mistakes and keep your Xactimate system running smoothly.



Final Word: Build a Secure, Scalable Xactimate Team


  • Use a password manager to store your credentials securely

  • Bookmark the login pages for quick desktop and mobile access

  • Log out and restart weekly to keep your session fresh and bug-free

  • Enable two-factor authentication (2FA) for extra security

Need help managing user access for a team? See How to Hire Top Talent Without Breaking the Bank.

Managing Xactimate logins isn’t just about IT—it’s about building a secure, streamlined system that grows with your business. By assigning unique profiles, syncing access across platforms, and setting clear permissions, you ensure every estimate is accurate, accountable, and audit-ready.

Want help structuring your back office to support a growing estimating team? Visit operationsarmy.com to learn how we help restoration teams scale faster and more efficiently.



OpsArmy Can Help

OpsArmy is building AI-native back office operations as a service (OaaS). We help businesses run their day-to-day operations with AI-augmented teams, delivering outcomes across sales, admin, finance, and hiring. In a world where every team is expected to do more with less, OpsArmy provides fully managed “Ops Pods” that blend deep knowledge experts, structured playbooks, and AI copilots. Think of us as your operational infrastructure: running faster, leaner, and smarter business execution.

👉 Visit operationsarmy.com to learn more.



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