How to Write Better Xactimate Estimates with Fewer Kickbacks

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.