What Do Xactimate Estimators Do? A Beginner’s Guide

In the world of insurance claims, property restoration, and construction estimating, one name stands out: Xactimate. It’s the industry-standard software used by insurance adjusters, contractors, and restoration companies to create accurate, consistent cost estimates for repairs and rebuilding.

But what exactly do Xactimate estimators do, and why are they so important?

This beginner’s guide breaks down the role of a Xactimate estimator, their tools, skills, and how they bring value to both homeowners and professionals.

What Is Xactimate?

Xactimate is a software developed by Xactware Solutions, a Verisk company. It’s widely used in the insurance and construction industries to generate detailed estimates for property damage repair.

With Xactimate, estimators can:

• Input data from site inspections

• Calculate repair and replacement costs

• Create professional estimates aligned with market pricing

• Submit standardized reports for insurance claims

Who Uses Xactimate?

Xactimate is used by various professionals, including:

• Insurance adjusters

• Contractors

• Public adjusters

• Restoration companies

• Roofers and general contractors

• Independent estimators

What Does a Xactimate Estimator Do?

A Xactimate estimator specializes in using the Xactimate platform to create repair and replacement estimates. Their primary role is to document property damage, analyze the scope of work, and generate cost reports that align with real-world pricing and insurance standards.

Here’s what their job typically includes:

1. Inspecting the Property

The first step for any estimator is to visit the site (physically or virtually) and evaluate the extent of the damage.

Tasks include:

• Taking detailed measurements (walls, roofs, flooring, etc.)

• Capturing photos and videos of the damage

• Noting materials, construction type, and severity

• Assessing the cause and extent of damage (e.g., fire, water, hail)

Goal: Gather data needed to create an accurate scope of work.

2. Sketching the Structure

In Xactimate, estimators recreate the building layout using the Sketch feature.

This involves:

• Drawing rooms, roofs, and building elements to scale

• Including doors, windows, and fixtures

• Identifying damaged vs. undamaged areas

• Defining height, pitch, and other dimensions

Goal: Build a digital model that forms the foundation of the cost estimate.

3. Scoping the Work

Next, estimators define exactly what needs to be repaired, removed, or replaced.

Common scope items:

• Drywall replacement

• Roof shingle repair

• Flooring removal

• HVAC system inspection

• Painting or refinishing

They select from Xactimate’s vast line item database, which includes thousands of construction tasks and materials, each with built-in pricing.

Goal: Ensure all labor and material needs are clearly documented.

4. Applying Pricing and Local Rates

One of Xactimate’s strengths is its real-time regional pricing database. Estimators use this to assign costs that reflect local market conditions.

Pricing includes:

• Labor rates (carpenters, painters, roofers)

• Material costs (lumber, tile, siding)

• Equipment rental and overhead

• Waste, removal, and disposal fees

Goal: Provide a fair, up-to-date estimate that insurers and contractors can agree on.

5. Generating the Estimate Report

Once all data is entered, the estimator produces a detailed estimate report, which includes:

• Room-by-room breakdown

• Sketch diagrams

• Pricing per line item

• Labor hours

• Total cost summary

This report is submitted to the client or insurance company for approval.

Goal: Create a clear, professional, and legally recognized document.

6. Communicating With Stakeholders

Xactimate estimators often serve as a bridge between insurance adjusters, homeowners, and contractors.

Their communication tasks include:

• Explaining line items to clients

• Justifying pricing to insurance adjusters

• Collaborating with contractors for project execution

• Updating estimates after inspections or negotiations

Goal: Keep everyone aligned and the project moving forward.

Why Are Xactimate Estimators Important?

✅ Accuracy

Xactimate estimators provide precise, documented costs backed by data. This reduces disputes and speeds up claims or repairs.

✅ Consistency

Insurance companies trust Xactimate’s standardized format, which ensures estimates follow industry norms and are easier to review.

✅ Speed

Experienced estimators can produce complete reports within hours, streamlining the restoration or repair process.

✅ Transparency

Clients can see exactly what is being billed, which builds trust and improves approval rates.

Skills of a Great Xactimate Estimator

Becoming a skilled Xactimate estimator takes more than just software know-how. It requires a mix of:

• Construction knowledge: Understanding how buildings are built and repaired.

• Attention to detail: Accurate sketches and line items are critical.

• Communication skills: You’ll need to explain estimates clearly.

• Analytical thinking: Every damage scenario is unique.

• Certification: Many estimators are Xactimate Level 1 or 2 certified to prove their skills.

How to Become a Xactimate Estimator

If you're interested in this career path, here's how to get started:

1. Learn the software – Take online Xactimate training courses.

2. Get certified – Aim for Level 1, 2, or 3 Xactimate certifications.

3. Gain field experience – Work with contractors or adjusters.

4. Build a portfolio – Document your estimates and projects.

5. Consider freelancing – Many estimators work as independents or for virtual estimating firms.

Conclusion

Xactimate estimators play a critical role in the property restoration and insurance claim process. They bring clarity, structure, and accuracy to what can otherwise be a chaotic and stressful situation for property owners and professionals.

Whether you're a contractor looking to submit better estimates or a homeowner trying to understand your insurance claim, knowing what a Xactimate estimator does will help you navigate the process with confidence.