Xactimate Roofing Cheat Sheet for Accurate Roof Estimates

Introduction: This Xactimate Roofing Cheat Sheet condenses the most used codes, calculations, and best practices for producing accurate roof estimates in Xactimate. It focuses on practical shortcuts, common line items, and quality checks that estimators can apply to speed up workflow while maintaining precision.

Item	Example Code	When To Use
3-Tab Shingles	RFG ST3	Standard asphalt shingles, per square
Architectural Shingles	RFG ARC	Higher-end laminated shingles
Starter Strip	RFG STRT	Per linear foot at eaves
Ridge Cap	RFG RDG	Per linear foot along ridge
Underlayment	RFG ULM	Felt or synthetic underlayment, per square

What Is An Xactimate Roofing Cheat Sheet

The Xactimate Roofing Cheat Sheet is a concise reference that lists common roofing line items, unit types, and calculation shortcuts used in the Xactimate estimating platform. It helps estimators reduce errors and speed up estimating by standardizing typical roofing tasks and codes.

It does not replace full scope documentation or inspection; instead, it acts as a practical companion for experienced and new estimators to apply consistent pricing and units when creating roof estimates in Xactimate.

Common Roofing Line Items And Xactimate Codes

Familiarity with common Xactimate roofing line items and codes is essential. The cheat sheet should list shingles, underlayment, flashing, ridge cap, starter strip, drip edge, gutters, and ventilation with their typical unit types.

• Shingle Types: 3-tab (per SQ), Architectural/Laminate (per SQ), Designer (per SQ).
• Underlayment: Felt (per SQ) and Synthetic (per SQ).
• Edge & Flashing: Drip edge and step flashing (per linear foot).
• Ridge & Hip: Ridge cap (per linear foot), hip/valley metal (per linear foot).
• Accessories: Starter strip (per linear foot), pipe boots (each), vents (each).

Quick Pricing Tips And Unit Types

Unit types in Xactimate matter for accuracy. Use “SQ” (square = 100 sq ft) for shingles and underlayment, “LF” for linear items, and “EA” for individual parts like vents or boots.

When setting prices, verify local cost lines and apply regional modifiers. Include contractor overhead and profit where appropriate and ensure labor units match local productivity rates to avoid underestimating time.

Core Calculations: Roof Area, Pitch, And Waste

Accurate roof area and pitch calculations drive material quantities. The basic formula for roof area is plan area multiplied by pitch factor; for example, a 6/12 pitch uses a 1.118 factor to convert plan area to surface area.

• Pitch Factor Reference: 4/12 = 1.054; 6/12 = 1.118; 8/12 = 1.202; 12/12 = 1.414.
• Roof Squares: Roof Squares = (Roof Surface Area in sq ft) / 100.
• Waste Allowance: Typical waste: 5% for 3-tab, 8–15% for architectural or complex roofs.

Estimating Valleys, Ridges, And Flashing

Valleys, ridges, and flashing are priced by linear foot and require careful measurement. Always include step flashing at walls, continuous valley metal, and headwall flashing as separate line items to ensure full coverage.

For valley metal, calculate the linear feet of valley lines on the sketch and apply the Xactimate valley metal code, adding appropriate installation labor and sealant when required.

Sketching Roofs In Xactimate: Practical Tips

Precise roof sketches reduce revisions. Start by tracing the roof outline from aerial imagery, snapping to ridges and hips, and labeling slopes with pitch values in the sketch tool.

• Use the attic access or eave measurements to validate eave-to-ridge distances.
• Apply roof breaks as separate planes to handle differing materials or slopes.
• Mark penetrations and flashings as roof objects to auto-calculate necessary removal and installation quantities.

Labor, Crew Units, And Productivity

Labor is often the largest cost driver. Xactimate uses crew or productivity units; estimating should align crew units with real-world installation rates and local labor costs. Verify that labor units reflect average crew output per square or per linear foot for shingles, underlayment, and flashing.

Common benchmarks: an experienced crew may install 5–7 squares per day for asphalt shingles on straightforward roofs; complex roofs decrease productivity significantly.

Materials, Depreciation, And Overrides

Material line items should include product, manufacturer if specified, and warranty considerations. When insurance estimating, apply depreciation or condition factors consistently and document reasons for any pricing overrides.

Use modifiers sparingly and justify them in the notes. For recover vs. tear-off decisions, show material savings vs. labor and potential code upgrade costs that could offset initial savings.

Common Mistakes And Quality Assurance Checks

Common estimating errors include wrong unit types, missing waste, and omitted flashing or ventilation. Implement a quick QA checklist: confirm unit types, verify roof square calculation, check waste allowances, and ensure all flashings and penetrations appear in the scope.

• Cross-check sketch square totals with plan measurements.
• Ensure linear items match the sketch (ridges, hips, valleys, eaves).
• Validate that all penetrations have corresponding boots or flashing entries.

Handling Complex Roof Features And Extras

Chimneys, skylights, deck removal, and multi-layer tear-offs require separate line items. Always include scaffold, dumpster, permitting, ice-and-water shield in valleys/eaves, and ventilation upgrades where applicable.

For multi-layer roofs, specify tear-off count and additional disposal loads. Some jurisdictions require full tear-off for re-roofing; check local codes and include any required underlayment upgrades or ice barrier additions.

Documentation And Notes For Insurance Submissions

Detailed notes are critical for insurance reviews. Log measurements, pitch calculations, material specifications, and photos with timestamps to support every major line item and pricing decision in the Xactimate estimate.

Include a clear narrative for scope changes and attach PDFs or links to manufacturer specifications when proposing upgraded materials or non-standard accessories.

Resources, Training, And Best Practices

Reliable resources include Xactware training materials, local contractor pricing guides, manufacturer installation instructions, and municipal building codes. Regular training reduces rework; attend Xactware certification courses and review product pages for current material specs.

• Use Xactimate updates and regional price lists monthly to keep costs current.
• Maintain a personal cheat sheet of frequently used codes and local modifiers.
• Conduct periodic peer reviews of estimates to catch systemic errors.

Summary Table: Quick Reference For Common Items

Line Item	Unit	Typical Note
Shingles 3-Tab	SQ	Include starter + ridge + waste 5%
Architectural Shingles	SQ	Waste 8–12% depending on complexity
Underlayment (Synthetic)	SQ	Often required by code for steep slopes
Ridge Cap	LF	Match manufacturer ridge materials
Valley Metal	LF	Include underlayment and sealant

Using this Xactimate Roofing Cheat Sheet helps estimators maintain consistency, reduce omissions, and produce defendable roof estimates. Keep the sheet updated with regional pricing, and pair it with proper documentation for the best outcomes.