How to Write a Roof Estimate in Xactimate

Xactimate is widely used for property insurance estimating. Writing a clear roof estimate in Xactimate is part software skill, part field discipline, and part documentation strategy. This guide walks through the full workflow - from sketch to settled estimate - the way experienced independent adjusters and restoration contractors actually do it.

Step 1: Start with an accurate sketch

The Sketch tab is the foundation of every Xactimate roof estimate. You can build the sketch by hand using the drawing tools, or - much faster - import an ESX roof report, which is the native Xactimate sketch format. Importing an ESX places every facet, pitch, ridge, hip, and valley directly into your estimate in seconds.

If you sketch by hand, follow these conventions to keep your estimate clean:

• Draw the roof as a separate level with a sensible name (Main Roof, Detached Garage).
• Match facet names to a labeled diagram so the reviewer can follow your work.
• Set pitch on each facet before assigning roof line items, not after.
• Use Roof Properties to set predominant pitch, slope factor, and waste percentage.

Step 2: Confirm measurements before pricing

Before you touch the line items, run a Roof Reports preview from the Sketch tab and verify total squares, ridge length, hip length, valley length, eave, rake, and drip edge. Numbers that look wrong here will blow up your estimate later.

If you ordered a measurement report, cross-check the Xactimate totals against the report page-for-page. If something is off by more than a square or two, the most common cause is a missed pitch entry on one facet.

Step 3: Pick the right line items

Line-item availability and naming can vary by price list and software version. For a typical asphalt shingle replacement, review the current roof-covering, underlayment, flashing, ventilation, and decking items in your active price list.

• Roof-covering removal and replacement appropriate to the documented material.
• Underlayment and ice-and-water protection where required.
• Ridge cap, ventilation, drip edge, and flashing supported by the scope.
• Pipe jacks, vents, skylights, and other documented accessories.
• Emergency mitigation and decking only when supported by the loss documentation.

Use Xactimate's automatic quantity calculator wherever possible. It pulls quantities from the sketch, which keeps your supplements defensible - the desk adjuster can trace every quantity back to a measurement.

Step 4: Apply waste correctly

Waste is one of the most argued line items on a roof estimate. Set the slope-based waste in Roof Properties using the roof geometry, material, installation requirements, and the applicable estimating guidelines. Document the reason for the selected waste factor in the line-item notes when additional context is needed.

Step 5: Document depreciation, ACV, and overhead

Carrier-specific rules apply, but the standard practice is:

• Apply depreciation per the carrier's age-and-condition schedule.
• Calculate ACV (actual cash value) as RCV minus depreciation minus deductible.
• Apply overhead and profit only when supported by the applicable policy, scope, and carrier guidance.

Step 6: Photo documentation that backs every line

Every supplement gets stronger when each major line item has a corresponding photograph attached. Use Xactimate's photo tab to attach:

• Four elevation photos (front, back, left, right).
• Roof slope overviews showing condition and damage.
• Close-ups of hail, wind, or storm damage with a quarter or pen for scale.
• Photos of accessories - vents, flashing, skylights, chimneys.
• Decking photos when sheathing replacement is included.

For a field-tested checklist, see our roof inspection checklist for adjusters.

Step 7: Write the supplement narrative

A short, well-written supplement narrative goes a very long way. Keep it factual, chronological, and specific. A useful template:

1. Date of loss and cause of loss (hail, wind, hurricane).
2. Date of inspection and who performed it.
3. Summary of damage observed.
4. Scope of repair recommended and why.
5. Reference to attached measurement report and photos.

Step 8: Final QC before submission

Before you submit, run through this short QC list:

• Sketch matches the actual roof? (compare to aerial imagery).
• Pitch correct on every facet?
• Waste percentage appropriate to roof complexity?
• All accessories accounted for (vents, flashing, jacks)?
• Each major line item has at least one supporting photo?
• Depreciation, deductible, and O&P calculated correctly?

How to compress cycle time

Starting from an ESX file can reduce manual sketch entry because the roof geometry is already available for import and review. The time saved varies with roof complexity and the estimator's workflow. For more on this, see our piece on how to speed up roof claim estimates.

Common reasons supplements get kicked back

• Missing or wrong pitch leading to incorrect square count.
• Waste percentage that is not justified in the notes.
• Line items without supporting photographs.
• Accessories listed but not present in the sketch.
• Decking replacement claimed without close-up photo evidence.

For more, our piece on common mistakes in roof insurance claims covers each of these in detail.

Bottom line

A clean Xactimate roof estimate is the product of an accurate sketch, defensible measurements, the right line items, justified waste, and photographs that back every scope decision. Those elements make the estimate easier to review and revise when needed.

If you want the measurement and estimate prepared together, review the Roof Report 360 Xactimate Roof Estimate service.