Key Takeaway
Xactimate is property damage estimating software made by Verisk Analytics and is the most widely used estimating tool in U.S. property insurance. It contains localized pricing across hundreds of U.S. geographic zones, but two Xactimate estimates for the same damage can differ materially depending on scope, line-item selection, and whether overhead and profit (commonly cited as 10% and 10%) are included. Insurance company estimates routinely omit legitimate line items, making independent review by a public adjuster essential.
What Is Xactimate and Who Uses It?
Xactimate is the industry-standard software for estimating property damage repair costs, developed and maintained by Verisk Analytics, a leading data analytics provider for the insurance industry. Xactimate is the most widely used estimating tool among U.S. insurance carriers, public adjusters, and restoration contractors, making it the single most important tool in determining how much a policyholder receives for a claim.
Xactimate is used by three groups in the insurance claims process:
- Insurance company adjusters (staff and independent) - create estimates on behalf of the carrier
- Public adjusters - create independent estimates on behalf of the policyholder
- Restoration contractors - create repair-scope estimates and supplement requests
Because all parties use the same software, the quality of the Xactimate estimate - not the software itself - determines the outcome. Xactimate's pricing database is updated regularly and contains localized unit prices for materials, labor, and equipment across a large number of geographic price zones in the United States. This means pricing in Houston differs from pricing in Dallas, Miami, or Phoenix - and using the correct zone is critical to an accurate estimate.
How Does Xactimate Calculate Repair Costs?
Xactimate calculates repair costs by summing individual line items, each representing a specific material, labor task, or equipment charge required to restore damaged property. Every line item has a unit price derived from Verisk's pricing database, which aggregates contractor pricing data, material supplier costs, and labor market surveys for each geographic zone.
A typical Xactimate estimate is built as follows:
- Scope identification - the estimator inspects the property and identifies all damaged components
- Line-item selection - each repair task is matched to a specific Xactimate category code (e.g., "RFG LAMI" for laminated asphalt shingle removal)
- Quantity input - measurements from the field inspection determine quantities (e.g., 25 squares of roofing = 2,500 square feet)
- Price application - Xactimate applies the localized unit price for each line item
- Overhead and Profit (O&P) - when a general contractor is required to coordinate multiple trades, a standard 10% overhead and 10% profit markup is added to the subtotal
- Total - the sum of all line items plus applicable O&P equals the estimated repair cost
The Xactimate database contains line-item pricing covering a wide range of residential and commercial construction tasks. The depth of this database means that an experienced estimator can capture repair costs with high precision - but only if they identify the correct scope and select the appropriate line items.
Why Can Two Xactimate Estimates for the Same Damage Be So Different?
Two Xactimate estimates for identical damage can differ materially because Xactimate is a tool, not an automated valuation system. The output depends entirely on the skill, thoroughness, and intent of the person creating the estimate. Three factors drive the most significant differences between insurance company estimates and public adjuster estimates.
1. Scope of damage. The insurance company adjuster may only include damage observed during a limited inspection. Field inspections by insurance company adjusters are often time-constrained and can miss hidden damage behind walls, under flooring, or in attic spaces. A thorough inspection by a public adjuster typically takes longer and frequently reveals damage the carrier's adjuster missed.
2. Line-item selection. Xactimate contains over 20,000 line items, and the estimator chooses which ones to include. Insurance company adjusters frequently omit legitimate items such as content manipulation (moving furniture to facilitate repairs), general contractor overhead and profit, building code upgrades, and temporary protection of unaffected areas during construction.
3. Overhead and Profit (O&P). The commonly cited 10% overhead and 10% profit markup compensates a general contractor who coordinates multiple subcontractors. Insurance companies routinely omit O&P from estimates, even when the repair scope involves three or more trades (roofing, drywall, painting, flooring). O&P is generally recognized as standard when a general contractor is required on a multi-trade repair, yet it remains one of the most frequently disputed line items in property claims.
Pro Tip
When reviewing two competing Xactimate estimates, sort both by category code and compare line by line. The gap is almost never about unit pricing - it is about missing line items and excluded scope. Build a "delta sheet" showing every line item present in the public adjuster's estimate but absent from the carrier's estimate. This forces the insurance adjuster to address each omission individually rather than dismissing the estimate as "inflated."
What Are the Most Common Line Items Insurance Companies Omit from Xactimate Estimates?
Insurance company Xactimate estimates routinely omit legitimate line items, and the cumulative effect can be material. These omissions recur - experienced public adjusters see the same categories missing across many claims. The following table lists the most commonly omitted items and the rationale carriers commonly give for leaving them out. Dollar impact varies by scope, market, and policy.
| Omitted Line Item | Common carrier rationale |
|---|---|
| General Contractor Overhead & Profit (O&P) | Carrier takes the position that the homeowner can self-manage or use a single-trade contractor |
| Building Code Upgrades | Requires code research; carrier may take the position that pre-loss condition applies |
| Content Manipulation (furniture moving) | Carrier assumes the homeowner will move items |
| Permit Fees | Carrier defers until the contractor pulls permits, and the item is sometimes never revisited |
| Temporary Protection / Masking | Treated as "included" in labor, though it is a separate task |
| Haul-off / Debris Disposal | Volume is underestimated, or the item is priced on dump fees alone |
| Soft Metal Replacement (screens, gutters, downspouts) | Inspection is limited to the roof and does not cover all soft metals |
| Interior Damage from Roof/Window Breach | Exterior is scoped first and the interior is deferred to a later supplement |
| HVAC Damage (condenser fins, coils) | Requires a specialist inspection and is skipped unless the damage is obvious |
| Final Cleaning After Construction | Treated as "included" in other line items |
The cumulative effect of these omissions is a primary reason insurance company estimates fall below actual repair costs. Public adjusters at Dependable Claims Specialists (DCS) use Xactimate to build comprehensive estimates that include every applicable line item, ensuring the carrier must address each one during negotiation.
Why Does the Quality of Your Public Adjuster's Xactimate Estimate Matter?
The Xactimate estimate prepared by a public adjuster is the single most important document in the negotiation process. It serves as the policyholder's formal demand - the itemized, defensible basis for the settlement amount. A well-prepared estimate forces the insurance company to respond to specific line items rather than offering a lump-sum payment with no supporting detail.
A high-quality public adjuster Xactimate estimate must meet four criteria:
- Accurate measurements - field-verified dimensions using laser measurement tools, drone imagery, and physical inspection
- Complete scope - every damaged component identified, including hidden damage documented through moisture mapping, thermal imaging, or destructive testing
- Correct line-item selection - matching each repair task to the appropriate Xactimate category code, including ancillary items (masking, dust barriers, final cleaning) that reflect actual construction sequences
- Proper overhead and profit - included whenever the scope requires a general contractor to coordinate multiple trades
Xactimate estimates prepared by experienced professionals using current pricing databases and thorough field documentation are the industry standard for claim negotiation. At DCS, every estimate is prepared by a licensed public adjuster with extensive Xactimate experience, ensuring it is accurate, comprehensive, and defensible against carrier pushback.
Pro Tip
Avoid using generic Xactimate categories like "Remove & Replace Drywall" without including the ancillary line items required to actually perform the work safely - masking, dust control, content manipulation, and final cleaning. An experienced estimator builds macros that match real-world construction sequences, closing the gap between Xactimate estimates and actual contractor bids.
What Should You Look for When Reviewing Your Insurance Estimate?
Every policyholder should review their insurance company's Xactimate estimate for completeness, accuracy, and proper pricing before accepting any settlement offer. The following checklist identifies the most critical items to verify.
Key items to verify in an insurance Xactimate estimate:
- Scope of work - does the estimate cover every damaged area identified during inspection, including interior damage from exterior breaches?
- Overhead and Profit - is O&P included? If the repair requires multiple trades (roofing, drywall, painting, flooring, electrical), O&P at 10%/10% is industry standard
- Code upgrades - are current building code requirements addressed? Repairs must meet code at the time of repair, not at the time the home was originally built
- Pricing accuracy - are unit prices current and reflective of the local market? Xactimate prices are updated monthly, but some carriers lock in older pricing
- Depreciation calculation - if the estimate shows Actual Cash Value (ACV), verify that depreciation is applied correctly to individual line items rather than as a flat percentage across the entire claim
- All damaged components - check for soft metals (gutters, downspouts, window screens), HVAC equipment, fencing, interior water damage, and personal property
If anything appears incomplete or undervalued, policyholders have the right to challenge the estimate. A licensed public adjuster can review the insurance company's Xactimate estimate and prepare a supplemental estimate capturing everything the carrier missed. Dependable Claims Specialists (DCS) provides free claim reviews and can quickly identify whether an insurance estimate reflects the full scope of damage or whether additional recovery is available.
How DCS Uses Xactimate to Push Back on Carrier Estimates
Xactimate is the carrier's tool. It is also the policyholder's tool when the policyholder has a representative who knows the line items, the price-list dating, the macro coverage, and the supplement-trigger logic. A side-by-side carrier estimate versus PA estimate in the same Xactimate environment is a much more productive negotiation than two parties arguing over a number.
Where the DCS Xactimate workflow differs:
- Current-month price list. Xactimate price lists update monthly by region; an estimate written against an outdated price list systematically undervalues current repair cost. The DCS estimate is generated against the current price list for the loss location.
- Scope macro coverage. The right scope macros generate the full set of associated line items rather than the bare repair entry - so waste, demolition, debris removal, dumpster, and code-driven upgrades all appear without manual addition.
- Full-slope versus spot-repair logic. Where manufacturer guidance or the matching rule supports full-slope replacement, the line items reflect it rather than carrier-default spot logic.
- Depreciation analysis. RCV (replacement cost value), ACV (actual cash value), holdback structure, and recoverable depreciation tracking are documented up front so the policyholder knows what portion of the claim is paid on completion and what portion is held back.
- Supplement-ready line-item structure. The estimate is structured so that when post-tear-off damage is discovered or code-required upgrades are triggered, the supplement is generated by adding line items - not by reopening the carrier estimate from scratch.
Free Xactimate estimate reviews are available across Texas and South Florida. PA fees are contingent and capped by statute (10% TX under Chapter 4102; up to 20% FL under §626.854, 10% during the first year following a declared emergency).
Call 833-4UR-LOSS or submit the carrier estimate at dcspia.com/hire-dcs. TX Firm #3134924 | FL Firm #W820363. Educational only, not legal advice.
Frequently Asked Questions
What is Xactimate in insurance claims?
Xactimate is property damage estimating software made by Verisk Analytics. It is the most widely used estimating tool among U.S. insurance carriers, public adjusters, and restoration contractors, with localized pricing across a large number of U.S. geographic zones. Xactimate produces the itemized estimates that typically determine claim settlement amounts.
Why is my insurance estimate lower than my contractor's bid?
Insurance estimates are frequently lower than actual repair costs because carriers omit legitimate line items such as general contractor overhead and profit (10%/10%), building code upgrades, content manipulation, permit fees, and soft metal replacement. A public adjuster can identify these omissions and prepare a supplemental estimate.
What is overhead and profit in Xactimate?
Overhead and Profit (O&P) is a standard 10% overhead and 10% profit markup added to Xactimate estimates when a general contractor must coordinate multiple trades (roofing, drywall, painting, etc.). O&P is one of the most frequently disputed line items; carriers often exclude it on the position that a general contractor is not required, while industry guidelines recognize it as standard when three or more trades are involved.
Can I get my own Xactimate estimate for an insurance claim?
Yes. Policyholders can hire a licensed public adjuster to prepare an independent Xactimate estimate. Public adjusters use the same software and pricing databases as insurance companies but work exclusively for the policyholder, ensuring every legitimate line item is included. This estimate becomes the basis for negotiating a higher settlement.
How many price zones does Xactimate have?
Xactimate contains localized pricing across a large number of U.S. geographic price zones. Prices are updated regularly by Verisk Analytics based on contractor pricing data, material supplier costs, and labor market surveys. This means repair costs in Houston differ from Dallas, Miami, or any other market - and using the correct zone is essential to an accurate estimate.
