Xactimate Online: A Beginner’s Guide to the Web-Based Estimating Platform

What Is Xactimate Online?

Web-Based vs. Desktop Version

Xactimate Online is the browser-based version of Xactimate—the industry-standard estimating tool for property insurance and restoration work. Unlike the desktop version, which must be downloaded and installed on a Windows computer, Xactimate Online runs entirely in your internet browser.

This makes it accessible from anywhere and ideal for professionals who need to work remotely, use shared computers, or collaborate with distributed teams.

Who Should Use It

Xactimate Online is perfect for:

• Independent adjusters working in the field

• Restoration contractors who need access from multiple job sites

• Back-office teams assisting with estimate documentation

• New users who want a lower-maintenance setup without software installs

If flexibility is a priority, the online version is a great starting point.

Looking to maximize team efficiency? Read How to Streamline Back-Office Operations.

Subscription Requirements

To use Xactimate Online, you must:

• Purchase a subscription from xactware.com

• Choose a plan that includes online access (not all do)

• Have an active Xactware ID

Once subscribed, your login credentials give you access to Xactimate Online, Desktop, and Mobile—depending on your plan.

How to Access and Log Into Xactimate Online

System Requirements and Browser Setup

To run Xactimate Online smoothly, you’ll need:

• A stable internet connection (at least 10 Mbps)

• A modern browser (Chrome, Edge, Firefox)

• JavaScript and cookies enabled

For best results, disable pop-up blockers and ensure browser extensions don’t interfere with the login screen.

Need help with setup? Check out How to Log In to Xactimate.

Login Steps with Xactware ID

Follow these steps:

1. Go to xactimate.com/xor

2. Enter your Xactware ID and password

3. Click “Sign In”

4. Choose your country and region when prompted

If you’re logging in for the first time, Xactimate will prompt you to accept terms and conditions.

Setting Your Region and Profile

During login, you’ll need to select your:

• Country (e.g., United States)

• Pricing region (e.g., DFW01 for Dallas-Fort Worth)

• Profile type (Estimator, Admin, Reviewer)

Saving this information allows you to skip setup on future logins and ensures all estimates reflect the correct local pricing.

For help with pricing, read Xactimate Price List: What It Is, How It Works, and How to Use It Right.

Key Features of Xactimate Online

Project Creation and Syncing

Xactimate Online lets you:

• Start new estimates in your browser

• Save them to the cloud for automatic backup

• Sync across mobile and desktop platforms

This means you can begin a job in the field on your phone, finish it on a laptop at the office, and collaborate with your team seamlessly.

Want to streamline teamwork? Read How Operational Efficiency Drives Sales Growth.

Using Sketch and Price List Tools in Browser

The Sketch tool in Xactimate Online allows you to:

• Draw accurate room layouts

• Add walls, windows, doors, and fixtures

• Connect measurements directly to line items

Plus, the Price List tool lets you:

• Download the latest pricing by ZIP code

• See itemized labor, material, and equipment costs

• Compare prices across time periods

You get full access to Verisk’s monthly pricing updates—right in your browser.

Explore more in Xactimate White Pages Explained.

Uploading Photos, Documents, and Notes

You can upload:

• Job site photos

• Moisture logs

• Work authorizations

• Third-party vendor quotes

Xactimate Online supports attachments in multiple formats (PDF, JPG, DOCX) and includes drag-and-drop uploads for ease of use.

Benefits of Using Xactimate Online

Cloud Access From Anywhere

All your files are stored in the cloud, meaning you can:

• Work from any computer with a browser

• Access estimates while traveling

• Pick up where you left off with zero lag

For remote teams and mobile adjusters, this removes the need for USB drives or email chains.

Real-Time Team Collaboration

Multiple users can:

• Access shared projects

• Leave notes or instructions in estimates

• Tag each other for review or approval

This helps prevent miscommunication and reduces back-and-forth when handling claims.

Looking for virtual team help? Check out Virtual Assistant Rates Explained.

Automatic Updates and Backup

No need to manually update your software—Xactimate Online:

• Always runs the latest version

• Saves your work automatically

• Protects your data with Verisk’s secure cloud storage

This minimizes downtime and reduces IT headaches.

Limitations Compared to Desktop

Advanced Features Not Available Online

While Xactimate Online includes most core functions, some advanced features are desktop-only:

• 3D Sketch integrations

• Custom macros for complex projects

• Full database management

If you work on large commercial or CAT jobs, Xactimate Desktop may still be required.

Speed and Performance Issues

In areas with slow internet, Xactimate Online can lag—especially when uploading photos or accessing heavy project files.

Offline Access Limitations

Unlike the desktop version, Xactimate Online requires an internet connection. You cannot work offline and sync later, which can be a dealbreaker for remote job sites without service.

Best Practices for Working in Xactimate Online

Save Work Frequently

Even though autosave is active, it’s smart to hit “Save” often—especially after uploading files or sketching rooms.

Use Templates and Macros to Speed Up Workflow

Speed up your workflow by:

• Saving custom line item bundles

• Building preloaded estimate templates

• Using repetitive structures for common job types

These tools cut estimate creation time by up to 50%.

Learn more in How to Maximize My Team’s Productivity.

Secure Your Account and Enable Syncing

Always:

• Use strong passwords

• Enable two-factor authentication (2FA)

• Sync frequently to avoid data loss

• Log out when using public computers

These simple steps protect sensitive customer and claim data.

How to Train Your Team to Use Xactimate Online Effectively

Rolling out Xactimate Online across your team is a great move—but it’s only as powerful as your team’s ability to use it correctly. Whether you’re a contractor, estimator, or restoration company owner, training your staff on how to navigate Xactimate Online ensures faster turnaround, fewer estimate errors, and more claims approved on the first submission.

Here’s a complete guide to building a simple and effective training program for Xactimate Online, even if you don’t have a formal trainer or big budget.

Step 1: Start with Role-Specific Training Goals

Not every team member needs to become a full-blown Xactimate power user. Define what each role actually needs to learn based on responsibilities. For example:

• Field technicians may only need to upload photos, add notes, and sync projects from mobile.

• Estimators should master sketching, line item selection, and using price lists.

• Office admins may focus on setting up profiles, managing reports, and cleaning up incomplete estimates.

This makes your training more relevant and helps people learn faster.

Looking for role-based support structures? See How to Build Your Dream Team.

Step 2: Use Xactimate’s Built-In Tutorials and Training Center

Xactimate Online includes a built-in Training Center with video modules and quizzes. New users can access tutorials on:

• Starting a new project

• Drawing room layouts using the Sketch tool

• Using macros and templates

• Uploading documents and photos

• Finalizing and exporting reports

Assign these courses based on team role, and track who completes what. Even 30 minutes a day can get most people comfortable within a week.

Step 3: Create Real Practice Projects

Hands-on practice is the best way to learn. Set up dummy projects in Xactimate Online for training purposes, such as:

• A water damage job in a residential basement

• A roof replacement after a storm

• A kitchen fire cleanup scenario

Have your team build estimates from scratch, following a template. You can then review the work together in team meetings.

This is also a great opportunity to teach your team how to:

• Select the correct price list

• Add drying logs or notes

• Use custom line item bundles (macros)

Need help creating those templates? Check out How to Automate Back-Office Operations.

Step 4: Set Up Peer Reviews and Estimator Feedback Loops

Encourage team members to review each other’s estimates using Xactimate’s comment or note features. This helps:

• Identify missed line items

• Catch pricing mismatches

• Share better methods or shortcuts

Use group chats or project folders to store review notes and feedback, then refine the workflow over time. This creates a culture of continuous learning—especially helpful for newer estimators.

Step 5: Host Monthly Lunch-and-Learns

Once a month, gather your team (virtually or in person) to cover a focused Xactimate Online topic, like:

• “How to Use the Sketch Tool More Accurately”

• “5 Most Missed Line Items and How to Catch Them”

• “How to Justify Pricing Changes with Line Notes”

You can present real claims examples or even invite a carrier adjuster to speak. These sessions build skills and break down software overwhelm.

Want help structuring internal training? Learn from Top 10 Tech Tools for Back Office Teams.

Step 6: Use a Knowledge Hub or SOP Library

As your team becomes more skilled, start collecting their best practices into a shared Google Drive, Notion board, or internal SOP doc. Include things like:

• Login instructions

• Troubleshooting tips

• Common line item macros

• Estimate templates by job type

This prevents repeated questions and makes onboarding new hires much faster.

If documentation’s not your strong suit, explore Virtual Assistant Rates Explained.

Step 7: Certify Power Users to Train Others

After a few weeks, identify your “power users”—people who have picked up Xactimate quickly and are ready to help others. Encourage them to:

• Answer internal questions

• Host mini training sessions

• Review difficult estimates before submission

Consider sponsoring them for official Xactimate Certification (Level 1 or 2) to solidify their skills and boost your company’s professional standing.

Step 8: Measure Progress and Identify Roadblocks

Use tools like:

• Completion checklists for training videos

• Monthly quizzes or review exercises

• Average time to complete an estimate

• Rework rates on submitted estimates

These metrics help you see where users are excelling and where they need more support.

Create a “Mobile Workflow Cheat Sheet”

If your field team uses Xactimate Mobile, create a one-page guide that includes:

• Login steps

• How to start a project

• Where to upload job photos

• How to sync to the cloud

• Who to contact if stuck

This keeps mobile users productive, even if they’re not full-time estimators.

Explore mobile-specific workflows in Xactimate Mobile Training.

Training Is a Process, Not a One-Time Event

Training your team on Xactimate Online doesn’t need to be expensive or overwhelming. By using built-in tools, assigning real-world tasks, and leveraging internal knowledge, you can get your staff estimating with confidence in just a few weeks.

Best of all, a well-trained team:

• Submits cleaner estimates

• Reduces claim disputes

• Gets paid faster

• Builds stronger relationships with carriers

Ready to scale this across your ops team? Visit operationsarmy.com to see how we help teams level up with structured, AI-augmented back-office systems.

Final Thoughts: Is Xactimate Online Right for You?

If you want:

• Cloud access across devices

• Seamless team collaboration

• Lower system requirements

…then Xactimate Online is an ideal choice. While it’s not as powerful as the desktop version, its convenience and mobility make it perfect for everyday estimates and field work.

Want to integrate Xactimate into your back office flow? Read What Is Back Office Outsourcing.

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.

Sources

• Xactware Online Overview – https://www.xactware.com

• Xactimate System Requirements – https://www.verisk.com/insurance/products/xactimate/

• Xactware ID Portal – https://id.xactware.com