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Configure AI Estimate PDF Import Workflow

The AI PDF Estimate Import tool streamlines the process of adding estimate line items to your project workbook. Instead of manually rebuilding estimates received from carriers or third parties, you can upload a PDF and the AI will extract the relevant data. This article walks you through configuring the tool, uploading estimates, and reviewing the imported line items.

 Before You Begin

You'll need PDF estimates from carriers or other third parties that contain line item data. Make sure the following are in place before you start:

Requirement Why it matters
AI parsing tool enabled This feature is only available when the AI parsing tool is active for your brand.
PDF estimate The AI tool processes PDF documents to extract line items.
Access to Project Settings Mapping tokens are configured in Project Settings.

Configure Estimate PDF Import Settings

Before using the AI PDF Estimate Import, you can map tokens from your estimates to specific destination fields within your project settings. This ensures the extracted data is correctly categorized.

  1. In your settings, navigate to Projects.
  2. Within Project Settings, locate the Estimate PDF Import option and expand it.
  3. On the left, you'll see Available PDF Tokens — these are the pieces of data the AI can extract from your PDFs.
  4. On the right are the destination fields (Name, Group, Subcategory, Description) where the extracted data will be mapped.
  5. Map the available tokens to your destination fields by dragging and dropping them, or by clicking the + icon next to a field.

Tip — token formatting:

  • Wrap each token in double curly braces.
  • Tokens are case sensitive
  • You can combine multiple tokens with plain text

Available tokens

The tokens below can be mapped to any destination field. These are the same field types used by the Xactimate Integration, so if you already map line items there, the naming will feel familiar.

Token What it represents

LineNumber

 The line item's number as it appears on the estimate.
Description The line item description.
Room The room or area the line item belongs to.
Category The estimate Category (CAT) — the type of work, such as general demolition, drywall, or appliances.
Selector The Selector code (SEL) for the line item.
Action The work action tied to the line item — for example Remove, Replace, Remove & Replace, Detach & Reset, Install Only, or Material Only.
Notes Any notes captured for the line item.

When you're finished mapping, click Update to save your configuration.

Upload an Estimate PDF

Once your settings are configured, you can upload PDF estimates directly into your project workbook. The AI will automatically begin extracting line items.

  1. Navigate to your Project.
  2. Go to the Workbook section
  3. Click the Upload button.
  4. Select Upload estimate from PDF.
  5. Choose the PDF file from your computer and upload it.
  6. The AI will start extracting line items. You don't need to wait on this screen — you'll receive a notification when the estimate is processed.

Review and Finalize Imported Estimates

After the AI processes the PDF, you can review the extracted line items, make any necessary adjustments, and finalize the import.

  1. Once processed, the estimate will appear in your workbook with a status such as Pending.
  2. Click the Review icon (or the estimate entry itself) to open the review screen.
  3. The AI parser will flag any items that need a second look. Review these flagged items.
  4. If necessary, select and update any line items that require changes.
  5. After reviewing, choose Save and Close or Save and Send.
  6. Mark the estimate as Signed to move the line items into the Items section of your workbook.

From the Items section, you can use the imported line items for budgeting, work orders, or purchase orders.

 Troubleshooting

Use the table below to resolve common issues when importing AI PDF estimates.

Issue Recommended action
Estimate not processing Check the status in the Upload PDF modal. Large estimates can take up to five minutes to process.
Incorrect line item extraction Review the flagged items in the review screen. Manually adjust or update incorrect line items.
Missing data in workbook Ensure the estimate is marked as Signed after review to transfer line items to the Items section.
AI parsing tool not available Contact support to confirm the AI parsing tool is enabled for your brand.

Related Articles
  • Xactimate Integration — how line item tokens (Category, Selector, Action, etc.) map into Albiware columns through the Xactimate integration.