How to Write Xactimate Estimates That Actually Get Paid

Document Everything (Photo Proof or It Didn’t Happen)

Insurance carriers abide by a simple rule: if it isn’t documented, it didn’t happen. Seasoned Xactimate users know that photos are your first line of defense in a desk review. A few random snapshots won’t cut it – you need exhaustive, well-organized photo evidence for every significant item in your estimate. In practice, good photos can be the difference between getting paid and chasing reinspections .

• Photograph every damage and repair – Take clear, well-lit images of each damaged area and the specific work you’re billing for. If you claim a line item, back it up with a photo. Wide shots for context and close-ups for detail are both crucial. There’s essentially no such thing as “too many” photos .
• Label and describe your photos – Don’t dump a folder of images labeled “IMG_001.” Use Xactimate’s photo labeling or an external system to caption each photo with location and what it shows. A picture is worth a thousand words, but a short description makes it obvious . For example: “Master Bath – subfloor rot under toilet (supports removal and replacement of subfloor line item).” Detailed photo labels provide professional documentation and help justify the corresponding line items for faster approval .
• Link photos to your estimate – Wherever possible, attach photos to specific line items or include a photo report with your submission. Make it effortless for the desk adjuster to verify that Line 45, “R&R baseboard” has an accompanying photo of the water-damaged baseboard. When reviewers can cross-reference evidence instantly, they have little excuse to deny that scope.
• Anticipate carrier requirements – Different carriers have pet peeves and requirements for documentation . Some want close-ups of model/serial numbers for appliance claims, others expect moisture meter readings for drying equipment days. Know these nuances and include them in your photo set. It shows you’re playing by their rules and removes another reason they might stall or cut your estimate.

F9 Notes: Justify Every Unusual Item (Without Writing a Novel)

Xactimate’s default line item descriptions are often generic. Don’t assume a desk reviewer will understand why a particular task was necessary just from the name. F9 notes (line item notes) are your chance to add context and fend off questions before they’re asked. A well-crafted note can be the difference between a paid item and a “nice try” denial. However, brevity and relevance are key – no adjuster wants to read a manifesto .

• Explain the “why” for red-flag items – Focus your notes on unusual or high-value items that might raise an eyebrow. If you tore out drywall three times due to continuous water intrusion, note that: “Performed three separate drywall removals as water kept seeping after initial demo – necessary to fully expose wet areas”. If something looks like overkill or an outlier, answer the “why is this needed?” in one or two sentences . Your goal is to prevent unnecessary calls or challenges from the adjuster by preemptively answering their questions .
• Don’t explain the obvious – Resist the urge to annotate every single line. You don’t need to justify standard tasks that any experienced adjuster expects. Overloading the file with fluff notes dilutes the impact of the important ones. If you drown them in text, the critical points will be ignored . In short, use notes where they add value; don’t write a novel about every coat of paint or carpet pull-up.
• Use factual, objective language – Keep the tone matter-of-fact and professional. Stick to facts: measurements, conditions, code requirements, manufacturer specs. Whenever possible, cite third-party standards or guidelines to back yourself up . For example: “Applied anti-microbial per IICRC S500 standards after Category 3 water loss – required for safety”. Referring to industry standards (IICRC, OSHA, building code sections) turns your opinion into an objective necessity . It’s hard for an insurer to push back on a line item when you’ve attached a relevant code excerpt or safety regulation that mandates it.
• Balance thoroughness with efficiency – The right amount of F9 notes is a balancing act. Too few, and your estimate leaves questions; too many, and nobody reads them  . Aim to make your estimate tell the story of the loss clearly and concisely. Notes, together with your photos and sketch, should paint a complete picture without you having to explain in person. When used wisely, notes (along with photos and a solid sketch) make getting paid much easier .

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Use the Right Pricing (and Tweak When Necessary)

Xactimate’s price lists are a baseline, not a bible. Experienced estimators know that pricing is malleable – you should absolutely adjust it when the situation demands, but always within reason and backed by rationale. The goal is to get properly paid for the work done, not to pad the bill. Here’s how to handle pricing so the carrier can’t easily knock you down:

• Match the correct price list and parameters – Start with the right Xactimate price list for the loss location and date. Never use outdated or wrong-region pricing unless you enjoy voluntary pay cuts. Also, double-check your Labor Efficiency settings: for repair/restoration work, it should be on “Restoration/Service” (not “New Construction”), since repair jobs take extra labor/time that new builds don’t . Carriers have been caught trying to sneak in new-construction settings to save money . Don’t let them – make sure your estimate reflects the true effort of restoration work.
• Account for labor minimums and small jobs – If your scope has a bunch of small tasks or one-off trades, ensure minimum labor charges are included where appropriate. Xactimate will auto-apply a “labor minimum” line item for many trades if the quantity is below a certain threshold (e.g. one small plumbing fix). But if you have multiple tiny repairs in one estimate, some minimums might not trigger. Manually add them if needed so that each trade has its trip or setup cost covered. And if you do add a custom min charge, drop a brief F9 note to clarify what it covers (e.g. “Plumber minimum charge – no other plumbing work on site”) to avoid any confusion on review.
• Don’t be afraid to modify or add line items – When the standard price list doesn’t have what you need, you’re allowed to change it. Xactware itself acknowledges their published prices don’t cover every scenario, and they give users full ability to create or adjust prices to match the specific job . Use that power responsibly: if a certain material costs 30% more in reality than Xactimate’s rate (perhaps due to recent supply shortages), update the unit cost or use a “Misc.” item. Just document why in a note or an attachment (for instance, quote a supplier or invoice).
• Stay ethical with pricing – There’s a fine line between justified price adjustments and manipulative gaming. Blatant price gouging or flipping to an out-of-area price list will get your estimate flagged in a heartbeat. Instead, stick to legitimate adjustments: real market cost differences, necessary overtime rates for after-hours work, justified waste factors, etc. If you alter something, make sure you can defend it with evidence. A savvy desk reviewer can smell unsupportable mark-ups a mile away. By keeping your pricing realistic and evidence-backed, you make it much harder for them to argue your numbers.
• Follow carrier profiles if provided – If you’re working within a carrier’s managed repair program or they’ve shared an exact profile, use it. Carriers often have custom price list tweaks or default parameters. Writing in their format means your estimate will import cleanly into their system and align with their expected cost structure – leaving them fewer trivial excuses to quibble. You can still assert your own needed changes, but at least you’re speaking their language on everything else.

Build a Clean, Defensible Scope

When your estimate lands on a reviewer’s desk, they are looking for anything to nitpick or reduce. A clean scope means you’ve done your homework: everything in the estimate is there for a reason, and there’s nothing extraneous to hack out. Craft your scope of work to be air-tight and aligned with the actual damage, so the carrier has to work that much harder to deny something.

• Include all necessary items – and nothing that isn’t. This sounds obvious, but it’s a common failure point. Thoroughly scope the loss so that you don’t miss legitimate repairs (missing line items = missing money), but also don’t pad with wish-list items that weren’t truly part of the job. If you only replaced 10 feet of baseboard, don’t write 50 and claim you assumed extra; that just invites scrutiny of your entire estimate. Conversely, if the job required three coat paint due to a drastic color change, list it – but be ready to back it up with notes or photos of the original and new colors. Every line item should earn its place.
• Understand Xactimate inclusions/exclusions – A huge desk review gripe is double-dipping charges that are already included in another line. For example, if you charge a “remove and replace carpet” line, that generally includes the cost of basic disposal. Don’t separately bill “haul debris” for that carpet unless there’s a special circumstance (if so, explain it). Study the unit cost descriptions of your line items so you know what’s bundled. If you add a separate line for something that the main line item inherently covers, you’re handing the reviewer an easy cut. Save yourself the embarrassment and only break out costs that are truly additional.
• Avoid scope overlaps – Similar to above, be careful not to overlap tasks. Don’t list both “detach and reset toilet” and “replace toilet” in the same bathroom (choose the correct one for what you did). If you have a demolition line item that already includes haul-off, don’t add another dumpster charge unless the volume really exceeds that included amount. Xactimate and carrier systems even have algorithms that flag common overlaps or inconsistencies automatically during review. A classic example: having more base shoe trim than baseboard in your estimate will get flagged as an error (since base shoe is usually only installed with baseboard) – a sign of a possibly duplicated entry. The bottom line: make sure the scope is logical and internally consistent.
• Keep the scope readable and organized – Group your estimate by rooms/areas and use clear headers for different trades or sections. A jumbled list of 300 line items with no structure is asking for trouble. Experienced adjusters will zero in on disorganization as a sign you might have over-scoped or copied in a generic template. Instead, present a structured, professional scope that reads like a story of the project from demo to final touch-ups. It should be easy to follow for anyone reviewing. This also helps ensure nothing got unintentionally repeated or left out. A clean layout = a credible estimate.
• Double-check your quantities and math – Sloppy measuring or sketch errors can torpedo your credibility. If your sketch says a room is 12’ x 12’ but your flooring line item covers 200 sq. ft., expect a deduction. Go back through your sketch and quantities to ensure they align with the real world measurements. Catching your own errors before the insurance company does saves you the hit to your reputation (and wallet). Precision in scope shows you’re a pro, and adjusters are far less likely to second-guess a well-calculated estimate.

Anticipate Carrier Pushback (and Preempt It)

Insurance carriers and their desk reviewers have patterns – common items they love to challenge or flat-out deny. Part of writing an estimate that actually gets paid is staying one step ahead. By knowing their typical objections, you can either avoid those flashpoints or prepare iron-clad justification that disarms the pushback. Here are some frequent friction areas and how to handle them:

• Overhead & Profit (O&P) – Nearly every contractor wants that sweet 10%+10%, and carriers know it. Many insurers have unwritten rules about when O&P is allowed (e.g. usually if three or more trades, or a general contractor is legitimately overseeing multiple subs). If your job clearly meets those criteria, include O&P on your estimate and perhaps note the multiple trades or complexity that warrants a GC markup. If it’s a borderline case (say, two trades or a smaller job), be aware the adjuster might try to remove O&P. Don’t let that become a deal-breaker for payment: either justify it (e.g. “General contracting services required to coordinate roofing and interior repairs across different crews”), or decide strategically if fighting for it is worth the delay. What you shouldn’t do is hide O&P in other line items – that tactic will burn trust fast if discovered.
• “Project Management” or supervision hours – Carriers often view project management as part of a contractor’s overhead, and they’ll strike dedicated line items for it. If you genuinely spent significant time on specialized supervision (not just normal admin), frame it as a specific, necessary task. For example, if you had a supervisor on-site for safety due to a complex mitigation, list those hours under a line like “Supervisor/Competent Person – Hazard oversight (OSHA required)” and cite OSHA regs or other justification  . Attaching a credible reason (safety, code compliance, etc.) transforms it from “nice to have” to “must have.” Always anchor extra hours to something tangible: site meetings, specialized cleanup, etc., rather than a vague “project management” bucket.
• Code upgrade and permit items – If you need to add cost for code-required work (like bringing something up to current code during repairs) or permit fees, document the necessity. Reference the specific code section or ordinance if you can, and attach the permit receipt or inspection report. Carriers routinely balk at code upgrade costs unless forced. Showing that “NEC 2020 requires GFCI outlets in kitchen – had to install during repair” in an F9 note, or including the city inspector’s correction notice, will shut down a lot of arguments. The same goes for permit fees: provide a copy of the permit or invoice. It’s hard to argue with official paperwork.
• Debris removal, hauling, and dump fees – Small disposal costs are often built into removal line items, but large-scale debris or extra hauling time might not be. If you have a separate dumpster or haul charge, be ready to justify the volume. E.g. “10 cubic yards of fire debris removed, warranting separate haul charges beyond line item includes”. If you can, include dump tickets or weight slips in your documentation. Don’t give the desk adjuster a chance to say “we think that was included” – show them it was above and beyond normal cleanup.
• One-off unusual charges – This is a catch-all for anything that’s not common. Maybe you had to rent a specialized machine, or the homeowner required after-hours work, or there was a mold-certified cleaning crew for a small area. These kinds of line items draw attention. The key is extreme transparency: explain why it was needed, and provide third-party proof if available (rental receipts, homeowner’s written request for evening work, environmental test results, etc.). When the rationale is rock solid, even a picky reviewer has a tough time denying it.
• Don’t pad for negotiation – A blunt piece of advice: do not intentionally overstate your estimate expecting the carrier to “cut it down” in review. That old game of highballing so you can concede later is more likely to backfire today. Adjusters are trained to spot inflated quantities or unnecessary line items, and if they suspect you’re padding, they’ll tear the whole thing apart. Your best strategy is to present a tight, honest, and well-substantiated estimate. This builds credibility. When you later stand your ground on a disputed item, they’ll know you’re not crying wolf. In contrast, if they catch obvious fluff, they’ll question everything you wrote. Don’t go there – write it right the first time.

Final Thoughts: No Excuses, No Surprises

In summary, writing an Xactimate estimate that actually gets paid means thinking like a meticulous adjuster without losing the perspective of a contractor. You’re essentially building a case for every dollar of that claim. Skip the hand-holding and basic tutorials – you’re an experienced user, so apply these advanced practices:

document relentlessly, justify intelligently, price fairly but firmly, and scope accurately. The result is an estimate that is tough to refute. By the time a desk reviewer combs through it, all their typical objections should already be answered by the photos, notes, and logic of your estimate.