Xactimate Estimator and Payment Follow-Up Specialist

Xactimate Estimator & Payment Follow-Up Specialist

The Xactimate Estimator & Payment Follow-Up Specialist is responsible for creating accurate, timely, and professional estimates using Xactimate for water mitigation, fire, mold, and restoration projects. This position also manages payment follow-ups with customers, insurance adjusters, and third-party administrators to ensure invoices are processed, approved, and collected promptly. This role supports the operations team by minimizing billing delays, improving cash flow, and ensuring all documentation aligns with industry and insurance standards.

Key Responsibilities

• Create detailed and accurate estimates for mitigation, restoration, repairs, and rebuilds.
• Review job notes, photos, moisture logs, scope sheets, and technician documentation to build complete estimates.
• Revise and update estimates as needed for supplements, field changes, and adjuster requests.
• Communicate and negotiate scope with insurance adjusters for approval.
• Ensure all line items, measurements, and documentation comply with IICRC and carrier standards.

• Upload estimates, photos, logs, and required documents into the CRM (HouseCall Pro, ServiceTitan, etc.).
• Maintain organized and audit-ready job files.
• Follow proper Xactimate pricing lists, categories, and codes.

• Contact insurance carriers and adjusters for payment status, approvals, or missing documents.
• Follow up with customers regarding deductibles and outstanding balances.
• Track aging invoices and maintain AR logs.
• Send weekly reminders, statements, and follow-up emails/calls.
• Submit supplements when additional work or pricing updates are needed.

• Collaborate with technicians, project managers, and office staff to ensure accurate and timely job information.
• Maintain professional and respectful communication with customers, adjusters, and vendors.
• Provide regular updates to the owner on pending payments, outstanding AR, and estimate approval status.

Skills & Qualifications

• 1+ year of Xactimate experience (required or open to training).
• Knowledge of water mitigation, mold remediation, fire damage, or insurance claims preferred.
• Strong verbal and written communication skills.
• Highly organized and detail-oriented.
• Ability to manage multiple jobs and deadlines simultaneously.
• Basic understanding of invoicing, AR, and insurance billing processes.
• Comfortable with CRM systems, spreadsheets, and digital communication tools.

Performance Metrics (KPIs)

• Estimate accuracy and approval rate.
• Job completion ? estimate submission turnaround time.
• Invoice date ? payment received turnaround time.
• Reduction of aging accounts receivable.
• Completeness and quality of job documentation.

Schedule & Compensation

Schedule: MondayFriday (Full-Time)

Compensation: Hourly + performance-based bonus (estimate approvals, collections speed, AR reduction) Compensation: $20.00 per hour