Xactimate for contractors means turning field documentation into a scope of work that’s ready for review — every line item accounted for, every measurement checked, before it goes to the adjuster. This guide covers how contractors use Xactimate to build an estimate, the mistakes that get supplements kicked back, and when it’s worth outsourcing the work instead of doing it in-house.
Creating a complete estimate takes time, especially while you’re also running inspections, managing crews, and keeping customers updated. Xactimate for contractors doesn’t have to mean doing it all yourself.
What Is Xactimate?
Xactimate is Verisk’s estimating software, used to prepare detailed property repair and reconstruction estimates. Contractors, restoration professionals, adjusters, and other claim professionals use it to document the work and costs tied to property damage.
An Xactimate estimate breaks a project into individual components rather than handing the property owner or insurance company one lump repair price. Depending on the project, an estimate may include:
- Labor
- Materials
- Equipment
- Demolition
- Removal and disposal
- Repair and replacement work
- Overhead and profit (O&P)
- Other project-related costs
This line-item approach is what makes Xactimate useful for contractors handling insurance claims.
Why Is Xactimate Important for Contractors?
Contractors working on insurance claims need to communicate the repair scope clearly. A detailed estimate shows what was damaged, what needs to be repaired or replaced, and how the costs were calculated.
Detailed Scope of Work
Xactimate lets contractors document individual repair activities and materials, which makes it easier to catch missing work and communicate the scope to claim professionals.
Support for Insurance Claims
Many restoration and roofing contractors work directly with insurance claims. An Xactimate estimate documents the repair scope in the format carriers expect to review.
More Consistent Estimating
A structured estimating process helps contractors stay consistent across projects, particularly when handling multiple insurance jobs at once.
Better Time Management
Estimating eats time when you’re already managing inspections, crews, customers, and materials. An efficient Xactimate workflow cuts down the administrative load.
How Contractors Use Xactimate
The exact process depends on the project, but most estimates start with field documentation and end with a final quality-control review.
1. Document the Property Damage
Accurate documentation is the foundation of an effective estimate. Contractors typically collect property photos, measurements, room and roof dimensions, inspection notes, damage descriptions, existing conditions, and repair requirements. The more complete the documentation, the easier it is for an estimator to build an accurate scope.
2. Set Up the Estimate
The estimator sets up the project and enters property and claim information. Errors at this stage — a wrong address, a missing claim number — carry through the rest of the estimate, so this gets reviewed carefully.
3. Build the Scope of Work
The scope identifies the repairs, replacements, demolition, removal, and restoration activities the project requires. A water damage claim, for example, may involve more than replacing flooring — depending on the loss, it could require demolition, drying, drywall replacement, insulation, baseboards, painting, and equipment. A complete estimate reflects the full documented scope, not just the most visible damage.
4. Add Measurements and Sketches
Accurate measurements drive accurate quantities. Depending on the project, that means room dimensions, wall and ceiling measurements, roof dimensions, slopes, facets, and penetrations. For roofing projects, measurement accuracy has an outsized effect on the final quantities.
5. Select Appropriate Line Items
Xactimate estimates are built from individual line items representing specific work and materials. The line items need to match the actual documented scope — incomplete or mismatched line items produce an estimate that doesn’t fully represent the required work.
6. Review Applicable Pricing
Pricing has to match the project and the location. Local pricing affects the estimated cost of labor and materials, so contractors and estimators need to confirm the right price list is in use before the estimate goes out.
7. Complete a Final Estimate Review
Before submission, check for missing line items, incorrect quantities or measurements, missing materials or labor, incomplete scope, pricing issues, documentation gaps, and calculation errors. A final review catches most issues before they turn into a supplement request later.
Common Xactimate Mistakes Contractors Should Avoid
Even experienced contractors miss details when claim volume is high.
Missing Line Items
A contractor identifies the primary repair but overlooks related work required to finish the job — replacing damaged drywall, for instance, without accounting for the finishing and painting that follows.
Inaccurate Measurements
Incorrect measurements throw off quantities throughout the estimate. Measurements should be verified before the estimate is finalized.
Incomplete Documentation
Photos, measurements, and inspection notes need to support every line item in the scope — not just the ones that are easy to see.
Incorrect Line Items
Picking a line item because it looks close to the required work, instead of the one that actually matches, creates inaccuracies that show up at review.
Rushing the Estimate
Contractors managing several claims at once may feel pressure to move fast. Rushing raises the odds of missing items — and of the supplement request that follows.
Xactimate for Roofing Contractors
Xactimate for roofing contractors is especially useful for insurance-related roof damage. Depending on the project, a roofing estimate may involve:
- Shingles
- Underlayment
- Flashing
- Drip edge
- Ridge components
- Roof vents
- Pipe boots
- Roof penetrations
- Fascia
- Soffit
- Gutters
- Tear-off
- Disposal
- Labor
- Related repairs
A complete Xactimate roofing estimate reflects the documented damage and repair requirements — not just the primary roofing material. For hail, wind, and storm damage claims, pay particular attention to field documentation, roof measurements, and the full repair scope.
Xactimate for Restoration Contractors
Restoration projects can involve multiple rooms, materials, and stages of work, and damage often extends beyond what’s immediately visible. Water damage, for example, may require demolition, drying, material replacement, cleaning, and reconstruction. Fire and smoke losses can involve additional cleaning, demolition, repairs, and replacement work. Xactimate gives restoration contractors a structured way to document all of it, backed by photos, measurements, and inspection information.
Xactimate Insurance Estimates for Contractors
Insurance claim work usually requires a detailed estimate rather than a simple repair proposal. An Xactimate insurance estimate organizes the scope and projected costs tied to a property loss, and should clearly reflect the documented damage and the work needed to complete the repair. This matters most for roof, water, fire, smoke, wind, hail, and storm damage claims, large losses, and restoration projects generally.
Should Contractors Prepare Xactimate Estimates In-House?
Some contractors keep an internal estimating team, and that works well with experienced estimators, steady project volume, and the resources to support it. It gets harder as claim volume grows. Common friction points: growing estimate backlogs, tight claim deadlines, high project volume, complex losses, limited estimating staff, seasonal demand, and time-consuming revisions. When estimating starts eating into time you’d spend on sales, inspections, or customer service, it’s worth looking at outsourcing.
When Should Contractors Outsource Xactimate Estimating?
Outsourced Xactimate estimating adds capacity without requiring you to manage every estimate internally. It’s worth considering when:
- Your estimating backlog is increasing
- Your team spends too much time preparing estimates
- You’re handling a high volume of insurance claims
- You need support with complex property damage estimates
- You need additional estimating capacity without adding headcount
- Your internal estimator is unavailable
- Your business sees seasonal demand spikes
Benefits of Outsourced Xactimate Estimating
Faster Estimating Capacity
Outsourcing helps you process more estimates when your internal team is overloaded.
Reduced Administrative Work
Less time preparing estimates, more time on customers, crews, inspections, and projects.
Support During High-Volume Periods
Storms and other catastrophic events create sudden spikes in restoration work. Outsourced capacity absorbs the surge without a hiring scramble.
Scalability
Flexible capacity without adding permanent estimating staff.
Already Decided to Outsource? Here’s What to Check
The provider you pick matters as much as the decision to outsource. Trade experience, turnaround time, flat-fee pricing, and how a company handles hidden damage all vary by shop — we break down exactly what to check in our guide to choosing an Xactimate estimating company.
How United Estimating Helps Contractors
United Estimating writes Xactimate estimates for contractors nationwide — all 50 states, residential and commercial. Roofing is where we spend most of our time; fire, water, and storm restoration are close behind. Standard turnaround is 24 hours, 2–3 days for commercial projects, delivered as an insurer-ready ESX file (Symbility or PDF on request). One flat fee, invoiced after delivery — never a percentage of the claim. If hidden damage surfaces after we deliver, the revision is free.
For contractors with a growing claim backlog or a limited internal estimating team, that’s capacity you don’t have to hire for. See our full estimating services.
Frequently Asked Questions About Xactimate for Contractors
Is Xactimate useful for contractors?
Yes. Xactimate is particularly useful for contractors working on insurance-related property damage and restoration projects that require detailed estimates.
Do roofing contractors use Xactimate?
Yes. Roofing contractors commonly use Xactimate to prepare detailed estimates for roof repairs and replacements tied to insurance claims.
Can contractors outsource Xactimate estimates?
Yes. Contractors work with an Xactimate estimating company when internal capacity is limited or claim volume is high.
What information does an Xactimate estimator need?
Depending on the project: property details, photos, measurements, inspection notes, damage documentation, and a description of the required repairs.
How long does an Xactimate estimate take?
With United Estimating, standard turnaround is 24 hours; commercial estimates run 2–3 days. Turnaround with other providers depends on the property’s size, complexity, and documentation quality.
The Estimate Is the Foundation
Xactimate for contractors comes down to documentation, accurate line items, and a final review before anything goes out the door. Do that well and most of the back-and-forth on supplements disappears before it starts.
When the estimating backlog gets ahead of you, get a quote from United Estimating — 24-hour turnaround, one flat fee, delivered insurer-ready.