How to Quickly Log In to Xactimate on Your Computer or Phone
- DM Monticello
- Jul 3
- 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:
Go to xactimate.com/xor
Enter your Xactware ID and password
Click “Sign In”
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:
Visit xactimate.com
Go to the “Downloads” section
Choose the latest version for Windows
Follow the installer prompts
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:
Open the Xactimate Desktop application
Enter your Xactware ID and password
Select your region/profile
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
Launch the Xactimate Mobile app
Enter your Xactware ID and password
Choose or create a region profile
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:
Go to id.xactware.com
Click “Forgot Password”
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:
Visit id.xactware.com
Choose “Create an Account”
Use a professional email (e.g., ops@yourcompany.com)
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:
Click on “User Management”
Select “Add New User”
Input their name and email address
Assign a license from your available pool
Set roles and permissions (Estimator, Admin, Read-Only, etc.)
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.
For speed boosts, see Virtual Assistant Rates Explained.
Step 5: Enable Sync Across Devices
If users work in the field and office, they’ll benefit from cross-device syncing. Steps:
Ensure their license supports cloud syncing
Ask them to log into Xactimate Mobile and Desktop with the same ID
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
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Sources
Xactware Login Guide – https://www.xactware.com
Xactimate Mobile App – Apple App Store / Google Play
Xactware ID Portal – https://id.xactware.com
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