How to Write a Roof Estimate in Xactimate

Xactimate is the standard estimating platform for property insurance claims in North America. Writing a roof estimate in Xactimate that gets approved on the first pass 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

For a typical asphalt shingle replacement, you will use most or all of these:

• RFG 240 or your regional equivalent for laminated shingles.
• RFG FELT or SYNTHETIC underlayment.
• RFG IWS for ice-and-water shield in valleys, eaves, and around penetrations.
• RFG RIDGC for ridge cap and RFG VENT for ridge vent.
• RFG STEP for step flashing along walls and chimneys.
• RFG DRIP for drip edge and RFG FL for pipe jacks.
• RFG TARP when emergency tarping is justified by the loss.
• RFG REPL sheathing where decking damage is documented.

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 (commonly 10 percent for simple gables, 12–15 percent for hip and cut- up roofs) and let the calculation flow through. If you need a higher waste percentage, document why in the line-item notes - for example, "Hip-and-valley roof with multiple dormers, 17 percent waste justified by complexity."

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 when the estimate qualifies - typically when three or more trades are involved on the loss.

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

The biggest single time-saver in Xactimate roof estimating is starting from an ESX file instead of building the sketch by hand. A 25-square gable that takes 20 minutes to sketch manually drops to under 2 minutes when imported. On cut-up two-stories the time savings are even bigger. 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. Get those five things right and most carriers will approve the file on the first pass.