Xactimate Estimating Guide for Restoration Contractors

A useful Xactimate estimate connects the defined repair scope to project-specific line items and quantities. It gives the contractor an editable file to review. The depth of investigation, F9 notes and supporting documentation depends on the service ordered.

This guide focuses on roofing, interior repair and reconstruction. Water mitigation estimate writing is a separate service with its own documentation checklist, fixed fees and scope limits. Contents, mold, abatement and other specialty work are outside the standard water offer.

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Xactimate estimate writing: when the scope is already defined

Estimate Only is a fit when your team can describe the work and provide measurements and project information. We prepare one project-specific estimate with correctly sourced and identified line items and one corresponding sketch. A carrier estimate is not required. Estimate + Sketch Only. No F9 Notes. Code arguments, manufacturer documentation, advanced technical positions, embedded claim photographs, supplement arguments and carrier communication are excluded.

Estimate + Sketch Only — No F9 Notes. Roof: Simple $179 / Moderate $214 / Complex $249. Interior: Simple $299 / Moderate $449 / Complex $599. These fixed-price workload guidelines are not automatic entitlements. SaguaroScope confirms the complete assignment’s classification and price before work begins.

If the current estimate misses work and the file needs investigation and supporting documentation, review the scope-gap service. Simple F9 Documentation and Advanced F9 Documentation use progressive pricing on attributable additional carrier-approved RCV only, with minimums of $399 and $499 respectively and the original carrier estimate excluded; see the complete pricing rules.

Water mitigation uses a different file checklist.

Water estimating connects the documented work with equipment intervals, measurements and field records. SaguaroScope's water-writing service starts at $149 and includes an ESX, review PDF, relevant factual source notes and an exceptions list. It is separate from Estimate Only roof/interior work and F9 Documentation services. Review the water scope limits and pricing before sending a file.

F9 Documentation is assigned after file review

You request F9 Documentation Review. SaguaroScope assigns the documentation level after reviewing the complete file. Clients do not choose between Simple F9 Documentation and Advanced F9 Documentation.

SaguaroScope’s estimating team assigns Simple F9 Documentation or Advanced F9 Documentation after reviewing the complete file. The client does not select the documentation level and cannot require the lower tier. The client may accept or decline the assigned service before work begins.

The base estimate fee and later F9 Documentation fee are separate, with no estimate-fee credit. Standard accounts pay the base estimate fee at handoff before final release; approved periodic accounts follow their agreed terms. The separate F9 percentage fee or applicable minimum is billed after you report the final claim outcome and we verify it. No upfront F9 deposit or handoff F9 minimum applies. Carrier Technical Coordination is available by written Service Order for eligible F9 Documentation assignments and SaguaroScope-written mitigation estimates. F9 Documentation and Carrier Technical Coordination are separately priced services. Your company reviews and approves every deliverable.

The short version

A complete estimate should answer five questions:

What must be protected or accessed before work starts?
What must be detached, removed, or opened?
What preparation and assembly layers are required?
What must be reset, finished, and cleaned?
What evidence supports each addition?

If the file skips one of those stages, it may be under-scoped even when the visible damage is listed.

How to read an Xactimate estimate

Read the estimate from the project details to the room-level scope, then check the summary. A total is easier to evaluate when you can trace it back to the work.

Header and project information. Confirm the project address, estimate date and version, estimator, and price list shown. Compare the same version when discussing changes.
Rooms and areas. Match each room, roof area or elevation to the sketch and photos. Check that the dimensions and affected surfaces describe the actual project.
Line items, quantities and units. Read the operation, not just the material name. Removal, replacement, detach and reset can be different operations. Check the quantity and its unit: square feet, linear feet, each, hours or days. Trace the quantity to a measurement or documented equipment interval.
RCV, depreciation and ACV. Replacement cost value (RCV) is the estimated repair or replacement cost before depreciation. Depreciation is a deduction shown in the estimate; actual cash value (ACV) generally reflects RCV less that deduction. For example, an item showing $1,000 RCV and $200 depreciation shows $800 ACV. These estimate columns are not a promise of a carrier payment or a coverage decision.
Tax and overhead and profit (O&P). Review whether these amounts appear on individual lines, in the summary, or both. Check the estimate's settings and the work to which they apply. Do not assume a standard percentage belongs on every assignment.
F9 notes. Read the notes attached to relevant line items. They may explain a quantity, identify a source record or support a repair operation. The note should connect to the actual file.
Repair sequence and missing scope. Walk through protection, access, removal, preparation, installation, reset and cleanup. Compare each supported operation with the estimate. Record missing measurements and scope questions instead of treating an omission as an automatic addition.

For the report column definitions, see Verisk's estimate report reference and Xactimate's depreciation guidance.

When your team has defined the work and needs it written into an editable file, our Xactimate estimate writing service explains the inputs, pricing and ESX/PDF handoff.

What an Xactimate estimate should contain

A contractor-ready estimate connects the observed damage to the operations needed to restore the property. That usually includes:

Accurate rooms, elevations, dimensions, and quantities
Labor and material line items that match the actual repair method
Access, protection, removal, preparation, installation, reset, and cleanup operations
Trade sequencing and finish continuity
Clear separation between supported work and items that still need field verification
F9 notes tied to file evidence or applicable technical support when documentation is included in the accepted service
A native ESX file that the contractor can review, revise, archive, and submit

A total by itself is not enough. The value of the estimate comes from the repair logic and the documentation inside the file.

Why carrier estimates often miss work

Many estimates describe the final surface without documenting the work required to reach it. A line for drywall or shingles can leave out connected operations such as protection, access, detach and reset, substrate preparation, flashing, transitions, finish matching, and cleanup.

Common causes include:

The inspection focused on visible damage instead of the complete assembly
Photos did not show every affected condition
Measurements or material details were incomplete
Connected trades were treated as separate problems
The estimate named the result but skipped the construction sequence
Code or manufacturer requirements were not researched

The goal is not to add every possible line item. The goal is to include every operation that is supported by the file and required to perform the repair correctly.

A practical reconstruction process

1. Confirm the file evidence

Review the current estimate, photographs, measurements, reports, material information, and any available field notes. Mark missing information instead of guessing.

2. Rebuild the repair sequence

Work through the project in the order the repair will occur. Start with access and protection. Continue through removal, preparation, assembly, reset, finish, and cleanup.

3. Match each operation to Xactimate

Choose line items that reflect the actual labor, materials, quantities, and conditions. Avoid vague allowances when a specific supported operation is available.

4. Document the support

Use F9 notes to show why an item belongs. A strong note connects the operation to file evidence, construction logic, code, or manufacturer instructions.

5. Separate facts from field questions

Do not present an unverified condition as fact. Put open measurements, hidden conditions, material questions, and site decisions on a field verification list.

6. Deliver an editable file

The contractor should receive a native ESX, not only a flattened PDF. The company can then review the scope, revise the file, and control every submission.

Commonly missed reconstruction operations

The exact scope depends on the loss, but contractors should routinely check for:

Contents and surface protection
Access equipment and difficult working conditions
Detach and reset of fixtures, trim, appliances, or connected components
Demolition required to expose the damaged assembly
Debris handling and disposal
Substrate cleaning, drying, preparation, or replacement
Underlayment, membranes, flashing, fasteners, sealants, and accessory materials
Matching, blending, transitions, and finish continuity
Multiple trade mobilizations or sequencing requirements
Required testing, permits, code upgrades, or manufacturer procedures
Final cleaning and jobsite closeout

This is a review framework, not a universal list of billable items. Every addition still needs support.

What makes an F9 note useful

An F9 note should help another reviewer understand the reason for the line item without having to guess. Useful notes are specific, factual, and tied to the file.

A useful F9 note may identify:

The photo, room, elevation, or measurement that supports the quantity
The construction step that makes the operation necessary
The code section or manufacturer instruction that applies
The connected material or component that must be detached, removed, or restored
The condition that must be verified before the item is finalized

Avoid unsupported conclusions, emotional language, and claims about what a carrier must approve.

ESX file versus PDF

A PDF is useful for reading, but it is not the working estimate. An ESX preserves the editable Xactimate project data, including line items, notes, quantities, and structure.

Depending on the accepted service, a handoff may include:

Native ESX file
Review PDF
Indexed photo or documentation record when available
Field verification list
Clear notes for supported additions

What SaguaroScope does

SaguaroScope provides Xactimate estimate writing, water mitigation estimate writing, scope reconstruction, and supplement documentation for restoration contractors nationwide. Our estimating teams build files for contractor review and control.

Carrier Technical Coordination is available by written Service Order for eligible F9 Documentation assignments and SaguaroScope-written mitigation estimates. At the client’s direction, SaguaroScope may transmit and technically explain client-approved estimates and supporting construction documentation, defend its technical estimate, correct factual scope deficiencies, respond to factual carrier-scope questions, and provide reasonable backend technical support concerning the accepted repair scope. SaguaroScope does not accept or reject carrier payments, bind the contractor or insured, interpret policy coverage, or make settlement decisions. Carrier approval is not guaranteed.

See how the process works
Review common scope gaps
Send a file for review

Contractor file checklist: what to send an Xactimate estimator

Use this original SaguaroScope checklist before opening the intake. It is a preparation aid, not a universal scope of billable work. You can print this page or copy the list into your project notes.

1. Identify the project and the decision

Contractor company and the person who can answer scope questions.
Project location, work type and a short description of the repair.
Whether you need writing from a defined scope or review of an existing estimate.
Any real project deadline or access constraint; a requested date is not a confirmed turnaround.

2. Describe the work room by room or roof area by roof area

List the affected area, observed condition and intended repair.
Include dimensions, units and the source of each measurement: sketch, report or field measurement.
Identify materials, finish and relevant assembly layers when known.
Separate measured facts from assumptions, hidden conditions and questions still open.

For example: “Bedroom 2, north wall: damaged drywall area measured on the attached sketch. Existing trim remains in place; field team to confirm whether removal is needed for access.” This describes an observation and an open question without inventing a quantity or promising approval.

3. Organize the evidence

Include an overview photo that identifies the area, then detail photos of the condition.
Use filenames that connect photos to the room, elevation or roof area.
Add sketches, measurement reports and relevant field notes.
Supply product identification or applicable instructions when available. Do not substitute a generic requirement for a project-specific one.

4. Choose the right starting documents

For Estimate Only: provide your defined repair scope, measurements or sketch, photos and project information. Leave carrier details blank if there is no carrier estimate.

For an existing-estimate review: include the current estimate PDF and ESX if available, the baseline version/date, relevant revisions and your list of suspected omissions. Identify the accepted baseline clearly so an older version is not mistaken for the current file.

5. Make the handoff easy to review

Group files by project and give revisions clear dates or version names.
Use the file intake for uploads or an authorized share link. Check that the intended recipient can open the link.
Share only project information needed for the work. Avoid unrelated personal records; see Security & Confidentiality.
List what is missing. Do not replace unknown facts with guesses just to complete the form.

Missing information does not automatically stop the initial review. We identify what is needed to confirm the service and prepare the accepted work. We do not begin billable preparation without written approval.

Open the file intake · Ask a short project question

Read the topic that matches your file

Review an under-scoped carrier estimate: compare the repair sequence with the current scope.
Commonly missed reconstruction operations: identify questions for field verification.
Detach and reset: check access and connected components.
Xactimate F9 notes: understand what a useful supporting note explains.
ESX files and the estimate handoff: distinguish an editable project from a reading copy.

Choose a starting-file guide

Frequently asked questions

Does every estimate need a full reconstruction?

No. Some files only need professional estimate writing from a clear contractor scope. Others need a detailed review because the current estimate misses supported operations. The file should determine the service.

Can SaguaroScope submit the estimate to the carrier?

Do you guarantee that added items will be approved?

No. No estimating company can control a carrier decision. We focus on clear repair logic and supportable documentation.

What types of files are a fit?

Our services include roofing, reconstruction and water mitigation estimating. Water mitigation uses its own records, writing fees and optional technical support. Contents and other specialty assignments are outside the standard offer.

Start with one file

Send your defined scope or current estimate, measurements, photos and available documentation. We review the file for fit and completeness, then confirm the service and price before billable work begins.

Send a file