Navigating roofing insurance claims can be a daunting task, especially when dealing with the aftermath of extreme weather events. With climate change intensifying storms, wildfires, and other natural disasters, the frequency and severity of roofing damage have skyrocketed. Contractors, adjusters, and homeowners alike need reliable tools to streamline the claims process. Enter Xactimate, the industry-leading software for estimating repair costs. This guide walks you through using Xactimate for roofing insurance claims, ensuring accuracy, efficiency, and fair settlements.

Why Xactimate Dominates Roofing Insurance Claims

Xactimate isn’t just another estimating tool—it’s the gold standard for insurance claims. Here’s why:

• Industry Adoption: Over 90% of insurance carriers and contractors in the U.S. rely on Xactimate for estimates.
• Real-Time Pricing: The software updates material and labor costs based on local market data.
• Integration: Works seamlessly with claims management systems like Symbility and ClaimsXperts.
• Defensibility: Estimates generated in Xactimate hold up in disputes, reducing back-and-forth with insurers.

Given the increasing volatility in weather patterns, having a tool that adapts to regional pricing fluctuations is invaluable.

Step 1: Inspecting the Roof Damage

Before opening Xactimate, a thorough inspection is critical. Here’s how to approach it:

Documenting Visible Damage

• Use high-resolution photos and videos from multiple angles.
• Note the type of damage (e.g., missing shingles, hail dents, water stains).
• Measure affected areas with a laser measurer for precision.

Identifying Hidden Issues

• Check for soft spots on the roof deck, indicating water intrusion.
• Inspect attic spaces for leaks, mold, or compromised insulation.
• Look for flashing failures around chimneys, vents, and skylights.

With climate-related storms becoming more destructive, hidden damage is increasingly common. Missing these details can lead to underpaid claims.

Step 2: Setting Up Your Xactimate Estimate

Once the inspection is complete, it’s time to create your estimate in Xactimate.

Choosing the Right Template

• Select a roofing-specific template to save time.
• Ensure the template aligns with the insurer’s preferred format (e.g., line-item vs. assembly-based).

Inputting Property Details

• Enter the roof’s dimensions, pitch, and materials.
• Specify the geographic location to auto-adjust labor and material costs.
• Note any unique features (e.g., solar panels, skylights) that may affect pricing.

Pro Tip: Use Xactimate’s Sketch feature to create a digital diagram of the roof, which can be shared with adjusters for clarity.

Step 3: Adding Line Items for Repairs

Xactimate’s database includes thousands of pre-loaded line items. Here’s how to use them effectively:

Common Roofing Line Items

• Shingle Replacement: Specify the type (e.g., architectural, 3-tab).
• Underlayment Repair: Include synthetic or felt underlayment based on the original roof.
• Flashing Replacement: Detail materials (aluminum, copper) and labor.
• Debris Removal: Account for disposal costs, especially after storms.

Adjusting for Regional Factors

• Labor rates vary by location—ensure your estimate reflects local wages.
• Material shortages (common post-disaster) may require alternate entries with updated pricing.

Step 4: Incorporating Overhead and Profit

Insurance companies typically allow for overhead and profit (O&P) on estimates, but the rules vary:

• Direct Repairs: Most insurers approve 10% O&P for contractor work.
• Subcontracted Repairs: Some carriers allow 20% (10% overhead + 10% profit).

Always reference the insurer’s guidelines to avoid disputes.

Step 5: Reviewing and Submitting the Estimate

Before sending the estimate to the insurer:

Double-Check for Errors

• Verify all measurements and line items.
• Ensure photos and notes are attached for supporting evidence.

Communicating with Adjusters

• Share the Xactimate file (.XMX) for seamless integration into their system.
• Be prepared to justify any non-standard line items (e.g., upgraded materials due to supply shortages).

Handling Disputes and Supplements

Even with a well-prepared estimate, disputes happen. Here’s how to respond:

Supplementing the Claim

• If new damage is discovered (e.g., during tear-off), document it immediately.
• Create a supplemental estimate in Xactimate and submit it with supporting evidence.

Negotiating with Insurers

• Use Xactimate’s comparison reports to highlight discrepancies.
• Reference local pricing data to defend your estimate.

With climate-related claims on the rise, insurers are scrutinizing estimates more closely. A well-documented Xactimate file is your best defense.

Final Thoughts

Mastering Xactimate for roofing claims isn’t just about software proficiency—it’s about adapting to an era of increasing climate volatility. By following this step-by-step guide, contractors and adjusters can ensure accurate, defensible estimates that reflect the true cost of repairs in today’s unpredictable environment.