Xactimate LowDown
Xactimate Lowdown is a blog about Xactimate news, classes,
helpful hints and any news that affects its users.
helpful hints and any news that affects its users.
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In the world of property insurance claims, knowledge is power — and for Public Adjusters, one of the most powerful tools in your arsenal is Xactimate.
Whether you’re new to the industry or a seasoned professional, understanding how to navigate and utilize Xactimate can be a game-changer for your efficiency, credibility, and success rate. Here's why learning Xactimate isn’t just a good idea — it’s essential. 1. Speak the Same Language as Insurance Companies Xactimate is the industry-standard estimating software used by most insurance carriers to calculate property damage claims. When you submit your own estimate using the same format and pricing database, it removes a major barrier in the negotiation process. You’re not just giving your opinion — you’re speaking in terms the insurer already recognizes and respects. 2. Improve Accuracy and Credibility Using Xactimate allows Public Adjusters to produce professional, itemized estimates that are clear, detailed, and data-backed. This level of accuracy boosts your credibility and increases the likelihood of the carrier taking your numbers seriously — which can lead to faster and more favorable claim resolutions. 3. Gain a Competitive Advantage Home and business owners want to hire adjusters who can get results. When you’re proficient in Xactimate, you can position yourself as a more skilled and knowledgeable advocate. In a competitive market, that can be the edge that wins you clients and referrals. 4. Streamline the Estimating Process Once you’re comfortable with Xactimate, it can significantly reduce the time it takes to create estimates. Pre-loaded templates, real-time pricing updates, and integrated tools make the workflow smoother and help you spend less time on paperwork — and more time advocating for your clients. 5. Identify and Justify Missed Line Items Many insurance estimates are missing essential items. Xactimate empowers you to find and justify these omissions with supporting documentation. This not only ensures your client receives a fair settlement, but it also positions you as a thorough and effective professional. 6. Stay Ahead of Industry Changes As the insurance industry evolves, so does its technology. Carriers are not slowing down in their use of digital tools. Public Adjusters who stay up to date with platforms like Xactimate are better prepared to meet modern expectations and avoid being left behind. Final Thoughts Learning Xactimate isn’t just about using a software program — it’s about becoming a stronger, more effective advocate for your clients. In today’s claims landscape, where every dollar and detail matters, Xactimate proficiency is more than a technical skill — it’s a professional necessity. If you’re serious about growing your impact (and your business), invest the time to learn Xactimate. Your future self — and your clients — will thank you.
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If you're a contractor, estimator, or project manager tired of constant revisions and rejections from insurance carriers, you're not alone. The problem usually isn’t the software — it’s how the estimate is built, documented, and justified.
As an Xactimate Certified Trainer, I’ve helped restoration teams and independent contractors streamline their process, reduce supplements, and increase approval rates. Here’s what I’ve learned about building better estimates that pass review the first time. 🔍 1. Scope It Right the First Time Before you ever open Xactimate, walk the property and gather thorough documentation. Don’t rely on memory. Missed items = missed money. ✔ Use a structured scope sheet ✔ Take detailed notes by trade ✔ Record pre-existing conditions and access issues 📸 2. Document Like You’re on Trial Insurance carriers don’t just want to know what was done — they want to know why. Your job is to build a paper trail they can't argue with. ✔ Wide, mid, and close-up photos ✔ Moisture readings, code references, and material tags ✔ Use in-photo notes for clarity 🧱 3. Be Precise with Line Items Generic descriptions and bundled costs get flagged. Use accurate, job-specific line items and explain anything that’s outside the norm. ✘ Don’t: "Demo bathroom — $1,500" ✔ Do: Itemize each step (tile removal, fixture detach, disposal, etc.) 💬 4. Use F9 Notes as Your Voice F9 notes aren’t optional — they’re your best tool for explaining context. Use them to justify scope decisions, code upgrades, or unusual pricing. 💡 Example: For WTR DRY EQ – Placing additional dehus due to Class 3 saturation in closed basement. See attached psychrometric readings. 💼 5. Justify O&P and Supervision Not every job qualifies for 10/10 or supervision — but when it does, prove it. ✔ Explain the multiple trades involved ✔ Outline GC responsibilities ✔ Reference local codes or job logistics 🧰 6. Keep Pricing Updated and Macros Clean Don’t trust default settings blindly. Update your pricing regularly and customize your macros — otherwise, you're leaving money (and credibility) on the table. 📞 7. Communicate Proactively with Adjusters Get ahead of disputes by clearly outlining anything that may be flagged in advance — especially for supplements. Collaboration beats confrontation every time. 🚨 8. Supplement with Strategy, Not Emotion Supplements are part of the game, but they shouldn’t be the norm. When you submit one: ✔ Be concise ✔ Provide clear documentation ✔ Tie each item back to original line numbers 🎯 Want Fewer Kickbacks and Faster Payments? That’s exactly what my training is designed to deliver. As a contractor in the restoration industry, you’re expected to move fast, stay compliant, and still make a profit — all while navigating ever-changing demands from carriers and customers. As a Xactimate trainer who works with contractors daily, I want to share some key trends in water mitigation that are shaping the way we work in 2025.
These aren't just industry buzzwords — these are practical shifts that impact how you estimate, document, and get paid. 1. Faster Estimates Through AI and Automation Let’s face it: writing estimates takes time — especially when the job is complex. New AI-powered tools are hitting the market that can help streamline photo documentation, sketching, and even line item suggestions. These tools don’t replace Xactimate — they enhance it. Contractors using these tools are cutting their estimating time in half. What to do: Start exploring platforms that integrate with Xactimate and help reduce time spent on scoping and documentation. 2. Real-Time Drying Logs Are Becoming the Norm Insurance companies are asking for proof — not just that you dried a structure, but how long, how effectively, and what equipment was used. Smart meters and cloud-based drying logs are now expected by many carriers. What to do: If you’re still using paper logs, it’s time to make the switch. Apps like Encircle, MICA, and Dash can sync your readings with job files and support your estimate. 3. Better Documentation = Fewer Adjuster Pushbacks Too many contractors lose money because they aren’t telling the full story in their estimates. A well-written scope in Xactimate, paired with detailed photos and moisture readings, reduces pushback and gets you paid faster. What to do: Train your team to take thorough documentation in the field — and make sure your estimators know how to tie that into the Xactimate narrative and line items. 4. 3D Scanning Is Giving Contractors an Edge Tools like Matterport or DocuSketch allow you to create full 3D scans of loss sites. Not only does this protect you legally, but it also helps justify every square foot and line item in your estimate. What to do: Consider investing in 3D scanning tools. The cost is often offset by faster approvals and better accuracy — especially on larger jobs. 5. Xactimate Skills Aren’t Just for Estimators Anymore More contractors are training their field technicians in basic Xactimate and scoping. Why? Because when your techs understand how line items relate to their work, your estimates are cleaner, faster, and more defensible. What to do: Invest in training your techs — not just your estimators. Even just knowing what photos to take and how to describe work done helps your bottom line. 6. Defending Scope Against Undercutting Adjusters are tightening the belt on what they’ll approve. But contractors who write detailed, well-supported scopes are winning more approvals — and protecting their profit margins. What to do: Focus on writing justifiable estimates. That means including the right F9 notes, showing moisture data, and tying every line item back to real work done. Final Thoughts The water mitigation game is evolving fast. If you're still doing things the way you did five years ago, you’re likely leaving money on the table. The good news? Contractors who adapt — who invest in tools, training, and better documentation — are getting paid faster, protecting themselves from liability, and standing out in a crowded market. If you're ready to level up your team’s Xactimate skills or want help building out a bulletproof estimating workflow, let’s connect. As a certified Xactimate trainer working closely with restoration professionals, I’ve had a front-row seat to the evolving landscape of water mitigation. From shifts in estimating practices to the integration of new technologies, the industry is undergoing significant transformation. Whether you're a seasoned contractor or just starting out, understanding these trends is key to staying competitive and profitable in 2025.
1. AI-Powered Documentation & Scoping Tools Artificial intelligence and machine learning are making their way into the field. New tools now assist in automating moisture mapping, photo tagging, and even generating preliminary estimates. While Xactimate remains the gold standard, integrating AI tools that complement the platform can drastically improve efficiency and accuracy in the field. 2. Increased Emphasis on Real-Time Data Moisture meters and sensors that sync with cloud-based platforms are gaining popularity. These allow for real-time monitoring of drying progress, making documentation easier and more defensible during audits. Insurers are starting to expect this level of transparency, and adjusters are increasingly using this data to verify the scope. 3. Regulatory Compliance and Documentation Standards States like California and Florida have introduced tighter regulations around mold, Category 3 water, and drying protocols. That means your documentation in Xactimate must go beyond just entering line items — it has to tell a clear, defensible story. We're seeing more restorers adopting standardized scoping templates and audit-proof narratives within their estimates. 4. The Rise of 3D Scanning and Virtual Walkthroughs Using Matterport or similar technology is no longer a luxury — it’s becoming standard. These tools improve accuracy in estimating, reduce adjuster pushback, and provide a clear visual record of pre-mitigation conditions. When integrated with Xactimate via Sketch, it saves hours of time and creates more precise estimates. 5. Trained Technicians = Better Estimates Mitigation techs are being trained not just in drying science, but also in Xactimate basics. Field-level input leads to better scopes and fewer delays in estimate completion. As a trainer, I’m seeing more companies invest in technician-level Xactimate education, which leads to more consistent billing and faster payment cycles. 6. Combatting Undercutting Through Better Scope Writing One of the biggest issues I see today is carriers pushing back with cost-saving demands. The best way to combat this isn’t just negotiation — it’s better scoping. Writing detailed, justified line items in Xactimate, supported by photo documentation and narrative, has become a powerful tool to defend scope and value. Final Thoughts Water mitigation is no longer just about drying structures — it’s about documenting, justifying, and defending every step. As trends evolve, so should our tools and training. Whether you're using Xactimate for daily estimates or managing a full-scale CAT event, staying current with these changes ensures you're getting paid what you're worth — and protecting your business in the process. Need help training your team in Xactimate or building better estimating workflows? Let’s talk. |
Highlight Video - A few good sketch habits to begin with
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Alfred ReyI became a Certified Trainer because it was the part of industry I loved the most. I've come to really love it because of the distance a new student goes in those 3 days. " >
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