If you're working with TPAs and insurance companies, Xactanalysis should be your secret weapon. Most restoration companies barely scratch the surface of what this tool can do. Let's change that.
What is Xactanalysis?
Xactanalysis is Xactware's business intelligence and reporting tool. It allows you to analyze your estimates, compare pricing, track trends, and benchmark your performance against industry standards.
Think of it as Google Analytics for your Xactimate estimates. It tells you what's working, what's not, and where you can improve to win more jobs and increase profitability.
Why Xactanalysis Matters for TPA Work
TPA relationships are built on data, consistency, and profitability. Xactanalysis helps you excel in all three areas:
Key Benefits for TPA Work:
- • Identify which line items get approved vs. rejected
- • Compare your pricing to market averages
- • Track approval rates by adjuster and carrier
- • Spot trends in supplement requests
- • Benchmark your performance against competitors
- • Prove your value to TPA partners with data
Setting Up Xactanalysis for Success
Step 1: Connect Your Xactimate Account
First, ensure your Xactimate estimates are syncing to Xactanalysis. This should happen automatically if you're using XactNet, but verify that your data is flowing correctly.
Step 2: Organize Your Projects
Create custom tags and categories for your TPA work:
- Tag estimates by TPA partner
- Categorize by insurance carrier
- Mark emergency vs. non-emergency jobs
- Track water damage category (1, 2, or 3)
- Note adjuster names for relationship tracking
Step 3: Set Up Custom Reports
Create reports that matter for TPA relationships:
- Approval Rate Report: Track what percentage of your estimates get approved without supplements
- Pricing Comparison Report: Compare your pricing to market averages
- Cycle Time Report: Measure how quickly you complete jobs
- Supplement Analysis: Identify which line items require the most supplements
- Profitability Report: Track margins by job type and TPA
Using Xactanalysis to Win More TPA Jobs
1. Optimize Your Pricing
Use Xactanalysis to compare your pricing to market averages. If you're consistently 20% above market, you'll lose jobs. If you're 20% below, you're leaving money on the table.
Action Item: Run a pricing comparison report quarterly and adjust your pricing to stay within 5-10% of market average for your area.
2. Reduce Supplement Rates
TPAs love contractors who get it right the first time. High supplement rates mean more work for adjusters and slower cycle times.
Use Xactanalysis to identify which line items you consistently miss on initial estimates:
- Are you underestimating drying time?
- Missing demolition requirements?
- Forgetting about contents manipulation?
- Not accounting for antimicrobial treatment?
Action Item: Create a checklist based on your most common supplement items and use it on every estimate.
3. Track Adjuster Relationships
Some adjusters approve everything. Others fight every line item. Xactanalysis helps you identify patterns and adjust your approach accordingly.
Action Item: Create adjuster profiles noting their approval patterns, preferred communication methods, and hot buttons. Use this intel to tailor your estimates and communication.
4. Prove Your Value with Data
When it's time to renew your TPA contract or negotiate better terms, bring data:
- "Our approval rate is 87%, 15% above industry average"
- "We complete jobs 3 days faster than your other vendors"
- "Our supplement rate is 12%, half the industry average"
- "We've saved you $X in cycle time costs this year"
Action Item: Create a quarterly performance report for each TPA partner showing your key metrics and improvements.
Advanced Xactanalysis Strategies
Competitive Benchmarking
Xactanalysis allows you to compare your performance to anonymous industry benchmarks. Use this to identify areas where you're falling behind:
- Are your cycle times longer than average?
- Is your pricing out of line?
- Are you using outdated line items?
- How do your supplement rates compare?
Trend Analysis
Look for trends over time:
- Are approval rates improving or declining?
- Which months have the highest job volume?
- Are certain types of jobs more profitable?
- How has your pricing evolved?
Use these insights to make strategic decisions about staffing, equipment, and marketing.
Profitability Analysis
Not all TPA work is created equal. Use Xactanalysis to identify:
- Which TPAs provide the most profitable work
- Which job types have the best margins
- Which insurance carriers pay fastest
- Where you're losing money
Action Item: Focus your business development efforts on the most profitable TPA relationships and job types.
Common Xactanalysis Mistakes to Avoid
1. Not Using It Consistently
Xactanalysis only works if you use it regularly. Set a recurring calendar reminder to review your reports monthly.
2. Ignoring the Data
It's not enough to look at the reports—you need to act on what they tell you. If your supplement rate is high, fix your estimating process. If your pricing is off, adjust it.
3. Not Sharing Insights with Your Team
Your estimators and project managers need to see this data too. Share monthly reports and discuss what you're learning and how to improve.
4. Focusing Only on Pricing
Pricing is important, but it's not everything. Cycle time, approval rates, and customer satisfaction matter just as much to TPAs.
Integrating Xactanalysis with Other Tools
Xactanalysis works even better when combined with other tools in your tech stack. At Apex Era, we've developed tools that complement Xactanalysis:
Xcavate + Xactanalysis
Use Xcavate's AI-powered search to find the right line items faster, then use Xactanalysis to verify you're using the most commonly approved items for your area. Learn more about AI adoption in restoration.
EchoScope + Xactanalysis
EchoScope helps you compare your scope to the adjuster's scope, while Xactanalysis shows you historical patterns of what gets approved. Together, they help you write better supplements.
Real Results from Xactanalysis Users
Companies that actively use Xactanalysis report:
- 15-25% reduction in supplement rates
- 10-15% improvement in approval rates
- 20-30% faster cycle times
- 5-10% increase in profitability
- Better TPA relationships and more referrals
Getting Started Today
Here's your action plan:
- Week 1: Set up Xactanalysis and verify your data is syncing
- Week 2: Create custom tags and categories for your TPA work
- Week 3: Build your first 3-5 custom reports
- Week 4: Review reports and identify your top 3 improvement areas
- Ongoing: Review reports monthly and adjust your processes
Xactanalysis isn't just a reporting tool—it's a competitive advantage. Use it to win more TPA jobs, improve your profitability, and build stronger relationships with your insurance partners.
Learn more about Xactanalysis features on the official Xactware website.