Xactimate is the estimating and pricing format most U.S. property insurers require for a scope of loss. It organizes work into trade categories rather than CSI MasterFormat divisions, and each line item carries its own unit of measure, waste factor, and unit price. If you are a restoration contractor, adjuster, or property owner, you need an estimate that reconciles line by line with a measured takeoff, not a lump sum. We produce that estimate from your plans, photos, and carrier paperwork. Our takeoff is organized by trade category, with each line item traced to a marked-up plan set or photo. We use Bluebeam Revu, PlanSwift, and RSMeans data to measure and price, then format the output in Xactimate-compatible Excel and PDF. Turnaround is 24–48 hours for most projects, with rush available. See how this fits with our other estimating software services or our Bluebeam takeoff services.
- Deliverable
- Excel estimate + marked-up PDF plans
- Organized by
- CSI MasterFormat section
- Turnaround
- 24–48 hours for most projects
- Pricing
- ZIP-code-adjusted material and labor pricing
- Software
- Bluebeam Revu, PlanSwift, RSMeans data
Our Xactimate estimating services are built for insurance claim estimating and property damage estimating, where the carrier's scope of loss and your measured quantities have to agree. We start with a quantity takeoff from the Xactimate sketch, plans, or photos, then assign line item pricing by trade category. For water damage estimating and fire damage estimating, that means separating demolition, drying, and rebuild so depreciation, recoverable depreciation, actual cash value, and replacement cost value are each shown on their own lines. We also price roofing estimating services scopes, from tear-off through underlayment and flashing, using the same measured square feet.
As an Xactimate estimating company, we work as your outsourced Xactimate estimating partner: you send the bid package, we return a priced estimate you can defend in a carrier review. If the scope changes, we handle the change order and log each request for information against the original takeoff. We also reconcile Xactimate trade categories to CSI divisions when a project needs it — Division 1 general requirements, Division 7 thermal and moisture protection, Division 9 finishes, Division 22 plumbing, and Division 26 electrical — so the same quantities carry into your construction estimating services workflow. Compare our PlanSwift takeoff services or RSMeans cost estimating if your project is priced outside the carrier format.
What Our Xactimate Estimating Services Cover
We measure and price the restoration scope, then format it as an Xactimate estimate. The scope typically includes drywall, flooring, roofing, insulation, paint, trim, plumbing fixtures, and electrical devices. We reconcile each line item to your photos, plans, or carrier paperwork. We do not process claims or negotiate settlements. We produce the estimate.
Remove and replace drywall
Remove and replace drywall, 1/2 in. and 5/8 in., taped to Level 4
Remove and replace baseboard
Remove and replace baseboard, casing, and door/window trim
Remove and replace carpet
Remove and replace carpet, pad, and tack strip by SF
Remove and replace LVP and sheet vinyl by SF
Remove and replace LVP and sheet vinyl by SF
Remove and replace asphalt shingles
Remove and replace asphalt shingles, underlayment, and drip edge
Remove and replace roof sheathing and fascia
Remove and replace roof sheathing and fascia
Remove and replace insulation
Remove and replace insulation, blown-in attic and batt wall
Remove and replace interior and exterior paint
Remove and replace interior and exterior paint, walls and trim
What every xactimate estimating takeoff includes
- Remove and replace drywall, 1/2 in. and 5/8 in., taped to Level 4
- Remove and replace baseboard, casing, and door/window trim
- Remove and replace carpet, pad, and tack strip by SF
- Remove and replace LVP and sheet vinyl by SF
- Remove and replace asphalt shingles, underlayment, and drip edge
- Remove and replace roof sheathing and fascia
- Remove and replace insulation, blown-in attic and batt wall
- Remove and replace interior and exterior paint, walls and trim
- Remove and replace water heater, supply lines, and shut-off valves
- Remove and replace electrical devices, switches, outlets, and fixtures
- Detach and reset plumbing fixtures for flooring access
- Debris haul-off and dumpster days
How Our Xactimate Line Item Estimating Works
- Review carrier paperworkWe read the adjuster's scope of loss, photos, and any engineer's report to identify the affected areas. We note the cause of loss and the rooms listed. If the carrier scope is missing line items, we flag them before measuring. For example, we check for detach and reset of fixtures, temporary containment, and code upgrade items such as GFCI protection and smoke detectors. We also note any discrepancies between the carrier's measurements and our own.
- Measure from photos and plansUsing Bluebeam Revu and PlanSwift, we measure drywall, flooring, roofing, and insulation from the provided plans or photo sets. Where photos are the only record, we scale from known objects such as doors (typically 3 ft wide) and outlets (typically 12 in. above floor). We mark each measurement on a plan set or photo with a reference number. For roofing, we measure by squares (100 SF) and note pitch and valleys. For drywall, we measure net area after subtracting openings over 32 SF.
- Select Xactimate line itemsWe map each measured item to the correct Xactimate trade category and line item. For example, drywall removal and replacement is selected by thickness and finish level, and roofing is selected by shingle type and pitch. We include detach and reset where fixtures block flooring or cabinet work. We also add line items for temporary protection, debris haul-off, and equipment days. Each line item is cross-referenced to the measured quantity and the source drawing or photo.
- Apply waste and quantitiesWe apply typical waste factors: 10% for carpet and roofing, 5% for drywall and insulation. Quantities are rounded to the nearest whole unit. We do not inflate quantities to cover unknown conditions. For example, carpet waste accounts for seams and cuts, while roofing waste accounts for hips and valleys. We list waste as a separate line item so you can see the base quantity and the waste quantity. This transparency helps during adjuster review.
- Price with ZIP-adjusted dataLine item prices are adjusted by ZIP code for material and labor. We use RSMeans data as a cross-check where Xactimate pricing is not available. We do not apply overhead and profit to the entire estimate; it is applied to the correct line items per carrier guidelines. For example, O&P is typically applied to the subtotal of labor and materials, not to equipment or debris removal. We confirm the carrier's specific requirements before finalizing.
- Format and deliverThe final estimate is delivered in Excel and PDF, organized by trade category, with a marked-up plan set showing measured areas. We include a summary of line items and a list of exclusions. Turnaround is 24–48 hours for most projects. For rush projects, we prioritize and confirm the deadline before starting. The Excel file is formatted for easy import into Xactimate or other estimating software. We also provide a photo markup showing affected areas and measurements.
What We Need From You
- Plans or photosFloor plans, elevations, or clear photos of affected areas. Photos should include a tape measure or known object for scale.
- Carrier scopeThe adjuster's scope of loss, if available, so we can reconcile line by line and flag missing items.
- Cause of lossWater, fire, wind, or hail. This drives code upgrade items such as GFCI protection and smoke detectors.
- ZIP codeFor ZIP-adjusted material and labor pricing. Without it, we use state averages.
- Finish scheduleFlooring type, paint colors, cabinet style, and countertop material. If unknown, we price to builder-grade standard.
- DeadlineStandard turnaround is 24–48 hours. Rush available for an additional fee.
Sample Xactimate Takeoff Format
This is the format we use for a typical water damage restoration estimate. Quantities are illustrative for a mid-size project.
| Section | Line item | Qty | Unit | Ref. |
|---|---|---|---|---|
| 09 21 16 | Drywall 1/2 in. remove and replace, Level 4 finish | 1,840 | SF | A-101 |
| 09 30 00 | Carpet and pad remove and replace, including tack strip | 620 | SF | F-101 |
| 09 60 00 | Luxury vinyl plank remove and replace, 6 mm wear layer | 480 | SF | F-102 |
| 07 30 00 | Asphalt shingle remove and replace, 30-year architectural | 28 | SQ | R-101 |
| 22 40 00 | Water heater 50 gal remove and replace, including expansion tank | 1 | EA | P-101 |
| 26 27 26 | Electrical device remove and replace, GFCI outlet | 6 | EA | E-101 |
| 09 65 00 | Sheet vinyl remove and replace, 0.080 in. wear layer | 120 | SF | F-103 |
| 07 21 00 | Blown-in attic insulation remove and replace, R-38 | 1,200 | SF | I-101 |
| 09 90 00 | Interior paint, walls and ceilings, two coats | 3,200 | SF | P-102 |
| 22 11 16 | Water supply line remove and replace, 1/2 in. copper | 80 | LF | PL-101 |
Units of Measure in Xactimate Cost Estimating
Xactimate line items use specific units. We measure each item in its native unit and convert where the estimate requires.
| Item | Unit | How it's measured |
|---|---|---|
| Drywall | SF | Measured by room perimeter × ceiling height, minus openings over 32 SF |
| Baseboard | LF | Measured along wall base, excluding door openings and cased openings |
| Carpet | SF | Measured by room area plus 10% waste for seams and cuts |
| Roofing | SQ | Measured by roof plan area in squares (100 SF), plus 10% waste for hips and valleys |
| Insulation | SF | Measured by net wall or attic area, excluding framing members |
| Paint | SF | Measured by wall and ceiling area, including trim faces but not edges |
| Plumbing fixtures | EA | Counted by type: water heater, toilet, sink, tub/shower |
| Electrical devices | EA | Counted by type: switch, outlet, GFCI, AFCI, light fixture |
Worked Example: Xactimate Water Damage Estimate — Bedroom 2 Carpet and Pad
This example shows how we take off a single room for an Xactimate estimate. The dimensions are illustrative and do not represent a specific project. You can apply the same sequence to any room.
Step 1 — Measure the room. The room is 12 ft 6 in. wide by 14 ft 0 in. long. Convert to decimal feet: 12.5 ft and 14.0 ft. Area = 12.5 × 14.0 = 175.0 SF.
Step 2 — Deduct openings. There is one closet opening 6 ft 0 in. wide with a 2 ft 0 in. return. Deduct 6.0 × 2.0 = 12.0 SF. Net carpet area = 175.0 − 12.0 = 163.0 SF.
Step 3 — Convert to square yards. Carpet is often ordered by the square yard. 163.0 SF ÷ 9 = 18.11 SY. Round to 19 SY for ordering.
Step 4 — Apply waste. Typical waste for carpet is 10%. Waste = 163.0 × 0.10 = 16.3 SF. Total with waste = 163.0 + 16.3 = 179.3 SF. We show base and waste as separate lines.
Step 5 — Pad. Pad is measured at the same area as carpet: 163.0 SF with 10% waste = 179.3 SF. Pad is usually ordered in 100 SF rolls, so 2 rolls are required.
Step 6 — Tack strip. Tack strip runs along the perimeter where carpet meets the wall. Perimeter = 2 × (12.5 + 14.0) = 53.0 LF. Deduct the closet opening: 53.0 − 6.0 = 47.0 LF. Add 5% waste for cuts and corners: 47.0 × 1.05 = 49.4 LF.
Step 7 — Transitions and stair nosing. There is one 3 ft transition at the door: 3.0 LF. If stairs are present, measure treads and risers separately.
Step 8 — Detach and reset. The room has a bed and dresser that must be moved. Add detach and reset as a separate line item. If a toilet or pedestal sink is present, add detach and reset for plumbing fixtures.
Step 9 — Disposal. Old carpet and pad are hauled off. Volume = area × thickness. Carpet and pad average 0.5 in. thick. 163.0 SF × (0.5 ÷ 12) ft = 6.79 CF. Convert to cubic yards: 6.79 ÷ 27 = 0.25 CY. Round to 0.5 CY to account for bulk and handling.
Step 10 — Line items. The final Xactimate line items are:
| Line item | Qty | Unit |
|---|---|---|
| Carpet remove and replace | 163.0 | SF |
| Carpet waste | 16.3 | SF |
| Pad remove and replace | 163.0 | SF |
| Pad waste | 16.3 | SF |
| Tack strip remove and replace | 47.0 | LF |
| Transition strip | 3.0 | LF |
| Detach and reset furniture | 1 | EA |
| Debris haul-off | 0.5 | CY |
This sequence ensures every quantity is traceable to a measurement and a waste factor. We apply the same method to drywall, roofing, and other trades.
What Drives the Cost of an Xactimate Estimate for Contractors
Relative impact on a typical estimate for this trade, based on estimator judgment. Select a bar for details.
Code upgrades
Older homes often trigger code items such as tamper-resistant outlets, AFCI breakers, and smoke/CO detectors. These are separate line items and must be confirmed with the local building department for the adopted code edition. For example, the IRC requires GFCI protection in wet areas, and the NEC requires AFCI protection in bedrooms. We include these items where applicable and note them as exclusions if not confirmed.
A single-room water loss takes less time to measure than a whole-house fire. More rooms mean more line items and more photo review. We price by the number of line items, not by square footage alone. For example, a typical water loss might have 50–100 line items, while a fire loss can exceed 300. Complexity also increases with multiple trades and code upgrade requirements.
Clear photos with a scale reference reduce measuring time. Blurry or incomplete photos require assumptions and may need a site visit. We flag assumptions in the estimate. For example, if a photo lacks a tape measure, we scale from a standard door (3 ft) or outlet (12 in. above floor). Poor photo quality can add 20–30% to the estimating time and may lead to missed items.
Older homes often trigger code items such as tamper-resistant outlets, AFCI breakers, and smoke/CO detectors. These are separate line items and must be confirmed with the local building department for the adopted code edition. For example, the IRC requires GFCI protection in wet areas, and the NEC requires AFCI protection in bedrooms. We include these items where applicable and note them as exclusions if not confirmed.
Discontinued flooring, siding, or shingle profiles may require matching a larger area. We note where matching is required and price the additional quantity. For example, if carpet is discontinued, we may need to replace an entire room or adjacent areas to achieve a match. This can add 10–20% to the flooring quantity. We document the matching requirement in the estimate.
Standard turnaround is 24–48 hours. Rush projects are prioritized and may incur an additional fee. We confirm the deadline before starting. For rush projects, we may assign additional estimators to meet the deadline. The fee depends on the project size and the required delivery time. We do not compromise on accuracy for speed.
A restoration project involving multiple trades (e.g., drywall, flooring, roofing, electrical, plumbing) requires more coordination and line items. Each trade has its own unit of measure and pricing. For example, electrical devices are counted by EA, while drywall is measured by SF. More trades mean more line items and a higher estimating cost.
Drying equipment (dehumidifiers, air movers) and containment barriers are often required for water damage. These are priced by the day and can add significant cost. We include equipment days and containment setup as separate line items. For example, a typical water loss might require 5–10 air movers and 2–3 dehumidifiers for 3–5 days.
Common Scope Gaps in Xactimate Insurance Estimate Reviews
These are the items most often missed in restoration estimates. We check for them on every project.
- Detach and reset of fixtures, appliances, and toilets for flooring or cabinet work. This hides in the flooring section but is often omitted. We add it as a separate line item and verify against the carrier scope.
- Temporary protection, containment, and negative air during demolition. These are typically in Division 01 but often left out of carrier scopes. We include them where required by the scope of work and local code.
- Haul-off and dumpster days, especially for drywall and roofing tear-off. We calculate debris volume in cubic yards and convert to dumpster days using a 20-yard container as the baseline.
- Permit fees, plan review, and inspection re-inspection charges. These belong in Division 01 General Requirements. We list them as exclusions if not provided by the jurisdiction.
- Sales tax on materials where the jurisdiction applies it. We add a separate line for sales tax if you provide the rate. Without the rate, we exclude it and note the exclusion.
- Overhead and profit applied to the correct line items, not the whole estimate. We follow carrier guidelines for O&P application, typically to labor and materials only, not equipment or debris removal.
- Code upgrade items such as tamper-resistant outlets, GFCI protection, AFCI breakers, and smoke/CO detectors. We verify with the local building department for the adopted code edition before including them.
- Matching of discontinued flooring, siding, or shingle profiles. We note where matching is required and price the additional quantity. This can add 10–20% to the affected area.
- Roofing components beyond the shingles: drip edge, valley metal, pipe boots, step flashing. These are separate line items and often omitted. We measure linear feet for each component.
- Insulation replacement after water intrusion, including vapor barrier repair. We measure net area and include vapor barrier where required by the IRC for the climate zone.
- Paint on the back side of removed baseboard and trim. This is a separate line item and often missed. We add it when trim is removed and reinstalled.
- Equipment days for dehumidifiers, air movers, and HEPA vacuums. We include daily rates for the drying period and note the equipment count and duration.
Xactimate Restoration Estimating: Material Systems and Line Item Selection
Material selection drives line item choice, unit of measure, and waste factor. The table below shows common options and their takeoff implications.
| Material system | Typical unit | Waste factor (typical) | Takeoff note |
|---|---|---|---|
| Drywall, 1/2 in. vs 5/8 in. | SF | 5% | Thicker drywall may require different fasteners and finish level. |
| Carpet vs LVP vs sheet vinyl | SF or SY | 10% carpet, 5% LVP | Carpet waste higher for seams; LVP waste for cuts and angles. |
| Asphalt shingle vs metal vs membrane | SQ | 10% shingle, 5% metal | Shingle waste for hips and valleys; metal measured by panel length. |
| Batt vs blown-in vs spray foam insulation | SF | 5% batt, 10% blown-in | Blown-in measured by volume; spray foam by board feet. |
| MDF vs finger-jointed pine vs PVC trim | LF | 5% | PVC trim for wet areas; MDF for painted interior. |
Codes and Standards That Affect Xactimate Bid Estimating
Model codes
Xactimate estimates must account for code-required upgrades. The IRC and IBC govern residential and commercial construction, and the NEC covers electrical devices. The IECC sets insulation and window performance. The IPC and UPC govern plumbing fixture replacements. The NFPA 13 and NFPA 72 apply to sprinkler and alarm systems in commercial losses. Each code family has provisions that change quantities: for example, the NEC requires GFCI protection in wet areas and AFCI protection in bedrooms, which adds devices. The IRC requires smoke and CO detectors in specific locations. Always confirm the adopted code edition with the local building department, as editions vary by state and municipality.
Industry standards
Estimators reference standards that define workmanship and testing. ASTM C840 covers gypsum board application and finish levels. ASTM D4258 and D4259 cover concrete surface preparation. The NRCA Roofing Manual provides installation details for shingles and flashing. SMACNA standards apply to ductwork. GA-214 defines gypsum board finish levels. These standards affect line item selection: for example, a Level 4 finish requires a specific number of coats, which changes labor hours. The standards also define when a substrate must be replaced rather than repaired.
Specification sections
CSI MasterFormat sections tell you what the designer expects. Division 01 covers general requirements, including temporary protection and permits. Division 06 covers rough and finish carpentry, including blocking and trim. Division 07 covers thermal and moisture protection, including insulation and roofing. Division 08 covers doors and windows. Division 09 covers finishes, including drywall, flooring, and paint. Division 22 and 26 cover plumbing and electrical. Read these sections for product standards, execution, and quality assurance. They change cost by specifying material grade, installation method, and testing requirements.
Local amendments
Local jurisdictions adopt model codes with amendments. For example, some states require tamper-resistant outlets in all dwelling units, while others limit it to certain rooms. Some areas have wind-borne debris requirements for roofing and glazing. Seismic zones may require strapping and bracing. Sales tax on materials varies by state and county. Permit fees and inspection requirements differ. Because of these variations, you must confirm the adopted code edition and any amendments with the local building department before finalizing an estimate. We flag code upgrade items as exclusions when not confirmed.
Who Uses Outsourced Xactimate Estimating
Restoration contractors
You need a carrier-ready estimate to submit for approval. We provide line items that reconcile with your photos and measurements, reducing back-and-forth with adjusters.
Adjusters
You need a second opinion on a scope of loss or a detailed estimate for a complex claim. We measure from photos and plans and flag missing items.
Property owners
You need to understand what your insurance will cover and what it will not. We provide a line-by-line estimate with exclusions noted.
General contractors
You are bidding a restoration project and need an Xactimate-format estimate to compare with your own pricing. We deliver in Excel for easy import.