I’ve heard more than a few business owners and managers comment at how difficult it is to find and hire a good estimator. There’s a reason for that. Restoration estimating isn’t just about numbers. It requires industry-specific software knowledge, an understanding of carrier expectations, a grasp of drying and repair timelines, and enough construction fluency to explain why something should cost what it does. That unique blend of skills severely limits the number of viable candidates in any market.
As a result, many owners and managers end up holding onto estimating responsibilities themselves. It feels safer, and it might be in the short term, but it’s also one of the fastest ways to limit your company’s scalability and stall your personal bandwidth. You simply can’t grow a business when the owner and managers are the ones buried in line items and scope notes.
Promote From Within: The Practical Path
If hiring an experienced estimator isn’t an option, there’s another route: train your own. Promoting from within not only builds loyalty, but it also creates a culture of advancement. It starts with identifying the right candidate.
Who Makes a Good Estimator?
Not everyone can be a great estimator, but a great estimator can come from almost anywhere. You’re looking for aptitude more than experience. The best candidates usually have:
- A sharp eye for detail
- Good written and verbal communication habits
- Comfort with software and digital tools
- The ability to stay calm under pressure
- Curiosity about how things work
You might find these traits in an office assistant, a project manager, or even a field tech who’s always asking, “Why.” If someone is already organizing job folders, sending polished emails, or double-checking invoice math, they might just have what it takes.
Make a Plan, not a Shortcut
Let’s be clear: training an estimator isn’t quick. A 2.5-day Xactimate class is a starting point, not a full solution. Your trainee will need time in the seat. That means writing estimates, having them reviewed, and making corrections. It also means learning the rhythm of the job, how long it should take to dry, to repair, to invoice, to close.
Plan on:
- 3–6 months of supervised estimating
- Weekly file reviews and redlines
- Shadowing an experienced estimator for at least a few weeks
Writing mock estimates on real jobs before anything goes to a carrier
Your goal isn’t perfection on day one. It’s steady growth, accountability, and a commitment to clean files.
Let the Pros Do the Teaching
One of the biggest mistakes I see is business owners trying to train their estimators themselves. It usually backfires. Your time is too valuable, and your experience can make you a confusing teacher for someone starting from scratch.
Instead, invest in formal training. Verisk and Cotality both offer well-structured training programs for their platforms. Their Level 1 & 2 courses are designed to walk newcomers through the essentials, interface navigation, sketching, pricing, line items. These courses are also updated regularly to include the newest features. These programs turn confusion into confidence.
Once your estimator has that foundation, you can step in with context and coaching that sticks.
Introduce Tools Gradually
A great way to ease someone into estimating is by issuing them an Inspector license. If you’re a Xactimate Pro user, these licenses are free and unlimited. They allow team members to access existing projects and contribute in meaningful ways, taking site photos, making notes, sketching rooms, and even monitoring drying logs.
This builds familiarity with job data without the pressure of building a full estimate.
Here’s a possible 3-week ramp-up:
- Week 1: Take jobsite photos, add annotations, practice sketching unsubmitted
rooms. - Week 2: Write mock estimates based on old jobs, using the original estimate as
an answer key - Week 3: Draft real estimates with oversight; review together before submission.
By week four, they’re in the game but still learning.
Give Them the Script
Another way to accelerate development? Provide curated examples. Give your new estimator 3-5 of your cleanest, most profitable estimate files. These should showcase:
- Excellent scope notes
- Clear, justified line items
- Carrier-friendly language
- Fully documented supplements
Make it clear: this is what a great estimate looks like here. Let them pattern off your best work, not figure it out from scratch.
Also, implement consistent feedback loops. Use tools like redline markup, estimate scoring sheets, or side-by-side comparisons. Show them how a carrier’s feedback lines up with your internal expectations.
Play the Long Game
Don’t wait until you’re drowning in estimates to start looking for your next estimator. You want to identify potential talent early, plant the seed, and gauge interest regularly. Some of your best future hires are already on your team. You just haven’t asked the right questions yet.
And remember, this isn’t just about offloading work. It’s about building leverage. When you have a trained estimator you can trust, you gain time, profitability, and the freedom to lead your business instead of just running it.
Final Thought
Training an estimator isn’t easy, but it’s worth it. With the right plan, the right tools, and the right mindset, you can grow a role that adds enormous value to your company. In a world where great estimators are hard to find, building one might just be the best investment you’ll ever make.
Brian Cole
Brian Cole is the Global Xactimate Trainer for First Onsite. Brian is a Xactimate Certified Trainer and has spent the last several years training and developing estimators for his organization across the US and Canada. Brian uses his experience as an Estimator, Project manager, and Adjuster to bring context and perspective to his trainings
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