How to read an Xactimate estimate.
Every Xactimate PDF follows a similar structure: cover page, room-by-room line items, a summary of totals, and a loss recap. Knowing where each number lives makes comparison faster and more accurate.
The anatomy of a typical Xactimate PDF.
Reading the estimate in order gives you a map of the numbers before you compare them.
Cover page / report header
Contains the claim number, property address, policyholder, date of loss, and estimator name. Always confirm these match across the two estimates you are comparing.
Room-level sections
The bulk of the estimate is organized by room or area. Each section starts with a room header, then lists the activities, quantities, and prices for that space.
Itemized line items
Each line has a code (e.g. ACT), a description, a unit of measurement (e.g. SF, LF, EA), a quantity, a unit price, and a line total. The code is the most reliable matching key.
Summary totals
At the end of each room or coverage section, you will see subtotals for replacement cost value (RCV), depreciation, and actual cash value (ACV). These must match the loss recap.
Loss recap summary
The final page shows coverage-level totals, deductible application, recoverable depreciation, and net claim amount. This is the top-line number everyone argues about.
Images and notes
Many estimates include photos, item notes, and footnotes. These can explain why a code was selected or why a quantity was measured a certain way.
What each line contains.
A line item is the atomic unit of the estimate. Comparison happens at the line-item level, so it helps to understand each field.
Code
The activity code (e.g. ACT, WTR, RFG). The most reliable way to match a line across two estimates.
Description
Plain-English description of the work. Beware of similar descriptions with different codes.
Unit
Square feet, linear feet, each, etc. Makes sure the unit price is applied to the same measure.
Quantity
How much of the unit is needed. Quantity drift is a common source of disagreement.
Unit price
Price per unit. This can change between price lists, regions, or estimate dates.
Line total
Quantity × unit price. Should match the source data exactly.
The totals that matter on the final pages.
These numbers drive the claim. If they do not match the detailed line items, the estimate has a reconciliation problem.
RCV: Replacement Cost Value
The cost to repair or replace the damaged property with materials of like kind and quality, without deducting depreciation.
Depreciation
The reduction in value based on age, condition, and expected life. Can be recoverable or non-recoverable depending on the policy.
ACV: Actual Cash Value
RCV less depreciation. This is the cash value of the loss at the time of the estimate.
Net claim amount
The amount payable after the deductible is applied and recoverable depreciation is considered. This is the bottom-line number.
Once you can read one estimate, you can compare two.
The same rules apply to both sides. Match by code, then verify quantity and unit price. If the totals still diverge, look at O&P, tax, and coverage boundaries.
- Confirm the same property and date of loss on both cover pages.
- Match rooms by name and square footage.
- Match line items by code, not just description.
- Compare quantity and unit price separately.
- Reconcile summary totals to the loss recap.
- Document every variance with a category and dollar amount.
Compare two estimates and see the differences highlighted.
Estology reads both PDFs, aligns every line item, and shows you where the numbers differ. First comparison is free.