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Set up the Xactimate export

A one-time setup an admin does in Settings. Upload one Xactimate export from your own Xactimate, and every Xactimate export (.ESX) your team builds in Wave imports cleanly.

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Wave works with Xactimate. Before your team can send an estimate over as an Xactimate export (.ESX), an admin connects your Xactimate account to Wave once. Xactimate only imports files that carry your own account's profile, so this step is what makes the files Wave builds open in your Xactimate.

Who can set it up

  • Admins only. The setup lives in Settings → Exports, which only admins see.
  • Basic and up. The Xactimate export comes with Basic and above.
  • Not during the free trial. The trial can't activate a profile, so an .ESX exported during the trial won't import into Xactimate. Set it up after you subscribe. See The free trial.

If a teammate who isn't an admin opens the export and setup isn't finished, Wave tells them to ask an admin.

Upload one export from your own Xactimate

  1. In your Xactimate, export any estimate as an .ESX file. Any estimate will do.
  2. In Wave, open the account menu and choose Settings, then the Exports tab.
  3. Find the Xactimate export card and click Upload an Xactimate export (.ESX).
  4. Pick the file you exported.

The card changes to Activated and shows your profile code. From then on, exports from your whole team import cleanly into your Xactimate.

You can also get here from an estimate. If setup isn't done, the Xactimate export row in the Export dialog says so, and clicking it opens Settings on the Xactimate export card.

What Wave keeps from the file

Wave reads your Xactimate account profile from the file, saves it, and discards the file. The estimate inside it is not added to Wave.

To bring an estimate itself into Wave, drop the .ESX into Wave's chat instead. See Bring an Xactimate export into Wave.

Add another Xactimate account

If your company exports as more than one business, such as separate locations with their own Xactimate accounts, add each one:

  1. On the Xactimate export card, click Add another Xactimate account. The link shows once your own account is activated.
  2. Enter the business name the account exports as and click Add account.
  3. On the new row, click Upload an ESX file and pick an export from that business's Xactimate.

A row shows No profile yet until it has one. If you already know the account's profile code, click Edit and type it (1 to 8 letters or numbers). Remove takes an account off the list; click it twice to confirm.

Businesses you add here are shared with the QuickBooks card in Settings → Integrations, so you may see the same names there. The name and address that print on the export come from a letterhead, which you choose separately. See Letterheads.

Choose the company when you export

When two or more accounts have a profile, Wave asks Which company is this for? each time someone exports. Pick the business and click Export. Wave preselects the one you chose last time on that browser. With a single account, there's no extra step.

Replace or deactivate

  • Replace file uploads a new export, for example after you move to a different Xactimate account. Wave reads the new profile and discards the file the same way.
  • Deactivate clears your profile right away. The Xactimate export row then asks you to add your profile again before it builds files.

Additional accounts have their own Replace file and Remove on each row.

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