Xactimate Flat Roof Line Items Guide for Accurate Estimating

Xactimate flat roof line items are essential for reliable roofing estimates in property claims and restoration projects. This guide explains common Xactimate codes, units of measure, line item selection tips, and best practices to produce precise flat roof scopes and avoid costly omissions. Estimators, contractors, and adjusters will find actionable guidance for selecting and customizing line items in Xactimate.

Line Item	Common Xactimate Code	Unit	Typical Use
Remove And Replace Membrane	RMV	SF	Full tear-off and reroof
Install New Roofing Membrane	RFG	SF	Single-ply membrane install
Edge Metal – Gravel Stop	EDG	LF	Perimeter metal and termination
Flashing – Roof Penetrations	FLA	EA	Stacks, pipes, vents
Cricket/Drainage Tapered Insulation	INS	SF	Water diversion and slope

Understanding Xactimate Flat Roof Line Items

Xactimate organizes roofing work into discrete line items identified by codes, descriptions, units, and pricing. Knowing how to interpret each line item helps build a scope that matches actual field conditions. Line items can represent removal, disposal, materials, labor, and accessories and should be combined to reflect the full repair or replacement.

Common Flat Roof Line Item Categories

Flat roof estimating typically involves several categories of Xactimate line items: substrate work, insulation, membrane systems, flashing and edge metal, drains and penetrations, and roof accessories. Each category includes multiple line items that must be coordinated to avoid gaps like missing flashing or insufficient insulation tapering.

Substrate And Deck Repairs

Substrate line items cover removal of damaged materials, replacement of sheathing or decking, and repairs to structural members. Typical units are square feet (SF) for deck replacement and each (EA) for joist or rafter repairs. Accurate measurement of damaged area and verification of structural integrity are critical before selecting these items.

Insulation And Taper Systems

Insulation line items include rigid board, polyiso, cover boards, and tapered systems for positive drainage. Xactimate uses SF units for insulation; tapered insulation may be specified by thickness transitions. Evaluating drainage needs and existing insulation thickness prevents ponding and code issues.

Membrane Systems

Membrane line items differ by material: BUR (built-up roofing), modified bitumen, EPDM, PVC, TPO, or liquid-applied membranes. Line items may separate membrane installation, laps, adhesives, and underlayment. Select the membrane type that matches building requirements and warranty expectations.

Edge Metal, Flashing, And Parapet Work

Edge metal and flashing are typically measured in linear feet (LF). Items include gravel stop, coping, counterflashing, parapet cap, and through-wall flashing. Proper edge termination prevents infiltration and is often a source of claims when omitted.

Roof Drains, Scuppers, And Penetrations

Drain-related items include interior drains, clamping rings, strainers, scuppers, overflow leaders, and sump pans. Penetration flashing covers vents, curbs, and HVAC curbs. These items often require both EA and LF units. Ensuring that drainage and penetration flashing are included is essential for performance and code compliance.

Key Xactimate Line Items And Example Codes

The following list highlights high-frequency Xactimate flat roof line items and representative codes; codes vary by version and region, so estimators should cross-check the local price list. These items form the backbone of typical flat roof scopes.

• Remove Existing Roofing System (RMV-SF) — Tear-off to deck per square foot.
• Install New Membrane (RFG-SF) — Includes membrane and basic installation labor.
• Rigid Insulation (INS-SF) — Polyiso or similar board insulation.
• Tapered Insulation (TAP-SF) — For creating slope to drains.
• Cover Board (CB-SF) — Protection layer over insulation.
• Edge Metal – Gravel Stop (EDG-LF) — Perimeter metal for termination.
• Flashings (FLA-EA/LF) — Roof-to-wall, penetration, and curb flashings.
• Roof Drain & Accessories (DRN-EA) — Replacement drains, clamping rings.
• Sump Pan (SUMP-SF/EA) — Drain sump area to improve flow.
• Adhesive/Ply Installation (ADH-SF) — For torch-applied or adhered systems.

Measuring And Calculating Line Items

Accurate area and linear measurements are the foundation of correct line item quantities. Flat roofs often have multiple planes, setbacks, and penetrations; these must be measured and translated into SF and LF units for Xactimate. Use aerial measurement, field verification, and sketch tools to reconcile differences.

Area Calculation Tips

Measure gross roof area, deduct large unroofed penetrations, and add cant strips or perimeter details separately. For tapered systems, calculate net area and specify average thickness or slope. Always verify field measurements against plans or satellite data.

Linear Measurement Tips

Measure perimeter length for edge metal, linear feet for flashings, and trim lengths for counterflashings. Break long runs into segments that match flashing detail changes. Round linear measurements consistently and document measurement points in the estimate.

Selecting Correct Units And Modifiers

Xactimate line items use specific units (SF, LF, EA, CY) and modifiers for grade, complexity, or location (e.g., multistory access). Choosing the right unit and applying appropriate modifiers affects labor multipliers and total price. Common modifiers include height/access adjustments and complexity flags for delicate roof-mounted equipment.

Common Pitfalls And How To Avoid Them

Missing or incorrect line items lead to underestimates and disputes. Frequent pitfalls include omitted flashing, incorrect insulation taper, wrong membrane type, and failure to account for rooftop equipment. Cross-check the scope with photos, field notes, and manufacturer requirements to reduce errors.

• Omitted Flashings: Always include counterflashing and step flashings at walls and penetrations.
• Incorrect Drainage: Add tapered insulation or crickets when ponding is likely.
• Access And Waste: Factor in jobsite access, dumpsters, and disposal (landfill fees may be significant).
• Under-quantified Accessories: Include insulation supports, fasteners, adhesives, and seam treatments.

Best Practices For Building Xactimate Flat Roof Scopes

Best practices improve estimate accuracy and client trust. Use standardized templates, photo documentation, and product-specific specs. Communicate assumptions clearly in the estimate notes. When in doubt, itemize rather than bundling to avoid hidden omissions.

Documentation And Photos

Photograph perimeter details, all penetrations, drainage locations, and any structural damage. Attach annotated photos to the estimate and describe conditions that affect line item selection. Well-documented claims resolve faster and reduce later change orders.

Manufacturer And Code Requirements

Confirm that chosen membrane systems meet local code and manufacturer warranty requirements, including flashings, fastener spacing, and substrate preparation. Some warranties require certified installers or specific insulation assemblies. Noncompliant estimates can void warranties and cause disputes.

Use Custom Line Items When Necessary

Xactimate includes many standard items, but unique details may require custom line items. Create custom descriptions, units, and pricing only when standard items cannot capture the work accurately. Document reasoning for custom items to maintain clarity for adjusters and clients.

Estimating Example: Single-Ply Membrane Tear-Off And Replace

This example demonstrates assembling common line items for a full tear-off and replacement with a single-ply membrane on a 5,000 SF roof. Typical items include RMV-SF, INS-SF (polyiso), CB-SF, RFG-SF (TPO), EDG-LF, FLA-EA, DRN-EA, and jobsite cleanup. Quantify each item by measurement, apply appropriate modifiers, and include disposal fees.

Item	Unit	Qty (Example)
Remove Existing Membrane	SF	5,000
Install Polyiso Insulation	SF	5,000
Install TPO Membrane	SF	5,000
Edge Metal – Gravel Stop	LF	450
Roof Drains Replace	EA	4

Keeping Estimates Defensible And Audit-Ready

To ensure estimates stand up to review, include line item notes, field photos, and manufacturer specs. Maintain a change log for any scope revisions and document communications with the property owner or adjuster. Defensible estimates reduce payment disputes and speed claim resolution.

Resources And Further Learning

Estimators should reference Xactimate training, roofing manufacturer installation guides, and local building codes. Online forums, estimating workshops, and manufacturer certification courses provide practical insights into line item selection and system design. Staying current with Xactimate updates and regional price lists is essential.

For accurate, professional flat roof estimates, combine field verification with methodical Xactimate item selection and thorough documentation to produce reliable, defensible scopes that align with industry best practices.