Restoration is more than just fixing properties—it’s about helping people rebuild their lives after unexpected disasters like water damage or fire. Behind every successful restoration process is a team working tirelessly to ensure everything runs smoothly. One of those key players is Anita, a dedicated Virtual Estimator working remotely from India for an American businessman at Steamatic of San Diego, a restoration company.
Despite being thousands of miles away, Anita is the backbone of project estimation. She ensures that every detail is recorded, every claim is processed, and every technician has the information they need to complete their work efficiently. Her passion for what she does goes beyond numbers and reports—it’s about making sure homes are restored quickly, efficiently, and with care.
Here’s a closer look at her heartfelt work, her daily challenges, and how she makes a difference in the restoration process for families in need.
How Anita Ensures a Seamless Restoration Process
Every day, Anita starts by checking her messages on WhatsApp, where she stays in constant communication with technicians on-site. Since her company is involved not only in water mitigation but also in reconstructing the damaged area, most of her restoration process projects typically last two to three months. She receives real-time updates as work progresses.
Even though she isn’t physically present, Anita seamlessly operates as if she were right there with the team. She has mastered the ability to think like the on-site crew, understanding their challenges and anticipating their needs. Whether it’s a missing report, a last-minute documentation request, or a sudden issue that needs to be communicated with an insurance adjuster, she is always ready to assist without missing a beat.
“My role isn’t just about creating estimates; it’s about ensuring the entire restoration process runs smoothly. I want the team to focus on their fieldwork without worrying about paperwork or tracking. If I can make their jobs easier, I know I’m making a difference.”
Documenting Every Detail with Encircle and Xactimate
One of Anita’s most crucial tasks is managing job documentation through Encircle, a platform that assists in:
- Managing and preparing content
- Generating inventory reports
- Storing all necessary documents, such as work authorization forms and other reports required to be presented to the adjuster as proof
Since insurance companies require thorough documentation before approving claims, Anita ensures that every necessary detail is properly recorded in Encircle. This creates a central hub of information, streamlining the process for everyone involved.
In addition, Anita utilizes Xactimate, a widely used software among property restoration estimators, to prepare accurate job estimates for insurance claims. This ensures that restoration process costs are properly calculated and documented, making the approval process smoother for both the company and the clients.
Her meticulous attention to detail ensures that technicians’ notes, moisture readings, and other critical updates are accurately documented. Even the smallest piece of information could impact a client’s ability to get their home restored.
“A single missed detail can delay an insurance payout, meaning a family has to wait longer to move back into their home. My job is to make sure that doesn’t happen.”
Tracking Technicians and Work Progress
Anita uses busybusy, a technician-tracking app, to monitor:
- Technicians’ work hours
- The specific jobs they are working on each day
This ensures that technicians are accurately paid for their time.
If any issues arise, Anita immediately contacts the technicians via WhatsApp to address the situation before it causes delays.
“I may be far away, but technology allows me to stay connected with my team in real time. I can track progress, resolve issues, and ensure everything stays on schedule.”
Estimating and Communicating with Insurance Adjusters
Anita plays a critical role in the financial aspects of the restoration process. Using Xactimate, she creates:
- Detailed line-item estimates with accurate pricing
- Cost breakdowns for insurance claims
- Final reports submitted to adjusters for approval
- We not only work on water mitigation estimates but also provide reconstruction estimates and back-out inventory estimates
Her precision ensures that projects are funded quickly, and her ability to negotiate and clarify estimates minimizes delays. She also keeps clients and insurance agents updated, ensuring everyone is on the same page.
” I make sure to provide a satisfactory justification for each line item’s price.”
Overcoming Challenges as a Remote Estimator
Anita has turned a former challenge into a strength by implementing structured reporting, virtual walkthroughs, and streamlined documentation. These strategies keep her fully connected to job sites despite not being physically present.
At first, she struggled to visualize damage assessments and understand fieldwork remotely. ‘It was tough. she had to rely entirely on reports and photos, so she trained herself to think like a technician—to analyze details, anticipate challenges, and see through their eyes.’
What once felt like a limitation has now become an opportunity for efficiency and adaptability.
Over time, she learned to:
- Ask the right questions to get accurate details
- Review reports thoroughly to ensure nothing is overlooked
- Adapt to new restoration technologies to improve efficiency
With continuous learning and experience, she has become a key part of the restoration process, even without being on-site.
The Impact of Anita’s Work on Clients and Families
For Anita, her work is more than just paperwork—it’s about helping people rebuild what they’ve lost. She understands that behind every estimate, claim, and technician update, there is a family waiting to return home.
- Accurate estimates mean clients know exactly what to expect, with no surprises.
- Well-documented reports speed up insurance approvals, reducing waiting time.
- Strong communication keeps technicians, adjusters, and clients aligned, ensuring smooth restoration work.
“My work might seem technical, but at its core, it’s about people. It’s about making sure families can return to their homes as soon as possible. That’s what keeps me going.”
Transforming Restoration Businesses with Remote Estimation
When Anita joined her client, she noticed the need for a better system to track jobs online. Wanting to contribute positively she implemented Encircle, guided the team through training, and helped streamline job documentation.
Thanks to her efforts:
- Job tracking is now more efficient.
- Technicians have an easier workflow.
- The business has seen improved claim processing times.
Her ability to adapt to new tools and improve efficiency has been a game-changer.
“We’re still learning and improving, but looking back, I can see how much we’ve grown. Every challenge is a chance to get better.”
Final Thoughts: The Power of Remote Estimation in Restoration Process
Although Anita works remotely, her role is just as critical as anyone on-site. Through dedication, technology, and problem-solving, she:
- Saves time for the business owner by handling estimates and claims.
- Ensures accurate documentation for faster approvals.
- Keeps projects moving efficiently, reducing delays.
- Supports the team so they can focus on fieldwork.
Her journey proves that distance is no barrier when expertise, passion, and technology come together. She is not just an estimator—she is a vital part of the restoration process, helping families reclaim their homes, one estimate at a time.
