Start with a complete inspection
Do not begin by guessing at line items. Gather the sketch, dimensions, materials, photos, notes, and any job-specific details first.
Estimate-writing guide
How to Write a Clear Xactimate Estimate
A useful Xactimate estimate is more than a list of line items. It should show what was measured, what work is included, how quantities were calculated, and where the supporting photos and notes fit.
Build the estimate in a repeatable order
The exact order depends on the trade, but the process should be consistent.
- Confirm the project and price list
- Build and check the sketch
- Enter line items by room, elevation, or trade
- Verify quantities and assumptions
- Write clear notes where explanation is needed
Check the estimate against the property
Read the estimate from top to bottom and compare it with the sketch, photos, measurements, and notes. Look for missing rooms, duplicated work, quantity errors, and unsupported items.
Frequently asked questions
Should every photo have a matching line item?
Not necessarily. Photos document the property and support important conditions, while line items describe estimated work. The two should make sense together.
Can macros write the estimate for me?
No. Macros can speed up common assemblies, but the estimator must review every line item, quantity, price, and assumption for the job.
Does a clear estimate guarantee approval?
No. Coverage, pricing, and approval decisions belong to the responsible parties. A clear estimate makes your requested work easier to understand.
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