How to Write Profitable Xactimate Estimates
Writing profitable estimates in Xactimate isn’t about padding numbers or playing games—it’s about building a clear, defensible case for every bit of work your crew will perform and making sure you capture all the value you bring to the job. Here’s a proven, field-tested system any restoration contractor can follow to boost estimate accuracy and profit, whether you’re new to estimating or looking to sharpen your approach.
Build from a Solid Foundation: Sketch and Scope Right
Every profitable estimate starts with a well-done sketch. Use graph paper, a tablet, or a 360 camera—just make sure your measurements are accurate and every impacted space is accounted for. Label each room consistently, get ceiling heights, and photograph everything. An organized, clear sketch prevents confusion and arguments down the line, saves hours on back-and-forth with adjusters, and ensures you don’t overlook important details when you move to pricing.[1]
Once your sketch is rock solid, scope the job methodically. Walk the space from floor to ceiling, jotting down everything from subfloor material to light switch types. Note all pre-existing conditions, contents that need protection, and any code issues. It’s always better to document too much than not enough—these details become your backup when things get questioned.
Line Items: The Key to Capturing Every Dollar
Xactimate is powerful, but it only pays off when you think in line items, not lump sums. Break down the project into major trades: general items, drywall, paint, trim, cabinetry, plumbing. For each trade, list individual tasks and materials—don’t forget the small things like masking, haul-off, underlayment, or add-ons for high ceilings and premium finishes. Know your line items inside and out; they’re your real moneymakers. Review line item descriptions carefully, and if something seems missing, dig deeper—there are over 20,000 codes for a reason.
Using repeatable systems—like pre-built macros and checklists—will ensure you never forget valuable charges. These tools not only speed up estimate writing but also protect against costly oversights. ScopeCraft Systems’ macros, for example, package the most critical line items so you don’t leave money on the table. Whether you buy a macro pack or build your own, these are game-changers for profitability.
Justify, Document, and Defend
Profitability is about defensibility. Write clear, concise F9 notes for items that need explanation (“Two coats required by paint manufacturer spec—see attached” or “Full cabinet set replacement required, not just doors, to match finish”). Attach photos, measurements, and even supplier quotes when needed. The better you tell the estimate’s story, the easier you make it for adjusters to say yes the first time.
Include every key detail in your submission: opening statements to lay out the job, labeled photos, organized trade sections, and all supporting documentation. Always review your estimate like an adjuster would and run through a checklist before sending. A clean, logical, and professional estimate stands out—and gets approved faster.
Avoid Rookie Pitfalls
Common mistakes drain profits—even if your scopes are good. Don’t write narratives instead of repair plans, skip small line items, or adjust prices at the unit level (use component adjustments instead). Resist using catch-all codes where specific ones apply. Be wary of credits, and always use supplements or change orders when new work pops up—don’t revise an approved estimate and make it hard to track changes.
Final Thoughts
Profitable estimates aren’t about gaming the system—they’re about building a disciplined, thorough workflow that captures your true value on every job. Take the time to sketch, scope, and document right. Use pre-built macros and checklists to protect your margin and speed up your workflow. If you’re spending too much time or still leaving money behind, check out the resources and macro packs at ScopeCraftSystems.com—they’re built from real-world experience to help you master this process.
If you keep these basics in mind and refuse to cut corners, your estimates will not only be more profitable—they’ll defend themselves when it matters most.
