Knowing which Xactimate line items to use—and when—is the difference between profitable jobs and losing money. This guide will help you write better estimates and get paid what you deserve.
What You'll Learn:
- • Essential line items for every water damage job
- • Category-specific items (Cat 1, 2, and 3)
- • Commonly missed line items that cost you money
- • How to use Xcavate to find line items faster
- • Pro tips for maximizing legitimate estimates
Understanding Xactimate Line Item Structure
Xactimate line items follow a specific naming convention that helps you find what you need. Understanding this structure makes searching much faster.
Format: [Category] - [Action] - [Material/Item] - [Specification]
Example: DRY - DEMO - DRY - Drywall - 1/2"
Essential Line Items for Every Water Damage Job
Emergency Response & Mitigation
- WTR - EXTR - WATER: Water extraction (specify method: truck-mount, portable, etc.)
- WTR - EXTR - SEWAGE: Sewage extraction (for Category 3)
- DRY - SETUP - EQUIP: Drying equipment setup
- DRY - MONITOR: Daily monitoring visits
- TARP - INSTALL: Emergency tarping (if applicable)
- BOARD - INSTALL: Emergency board-up (if applicable)
Drying Equipment (Daily Rates)
- DRY - DEHUM - LGR: LGR dehumidifier (per day)
- DRY - DEHUM - CONV: Conventional dehumidifier (per day)
- DRY - FAN - AIR: Air mover (per day)
- DRY - FAN - AXIAL: Axial fan (per day)
- DRY - SCRUBBER - AIR: Air scrubber (per day)
- DRY - HEATER: Supplemental heating (per day)
Demolition
- DRY - DEMO - DRY: Drywall removal (specify thickness and height)
- DRY - DEMO - INSL: Insulation removal
- DRY - DEMO - BASE: Baseboard removal
- DRY - DEMO - CRPT: Carpet removal
- DRY - DEMO - PAD: Carpet pad removal
- DRY - DEMO - TILE: Tile removal
- DRY - DEMO - VCT: VCT removal
- DRY - DEMO - HDWD: Hardwood flooring removal
- DRY - DEMO - LMNT: Laminate flooring removal
Contents Manipulation
- PACK - PACKOUT: Pack out contents (per box/item)
- PACK - MOVE: Move contents within structure
- PACK - UNPACK: Unpack and reset contents
- STOR - STORE: Contents storage (per month)
- CLEAN - CONT: Contents cleaning
Antimicrobial Treatment
- CLEAN - ANTI - SPRAY: Antimicrobial spray application
- CLEAN - ANTI - FOG: Antimicrobial fogging
- CLEAN - ANTI - WIPE: Antimicrobial wipe down
Category-Specific Line Items
Category 1 (Clean Water)
Standard mitigation and drying. Use basic antimicrobial treatment.
Category 2 (Gray Water)
Add these items:
- Enhanced antimicrobial treatment
- Additional PPE for technicians
- More aggressive air scrubbing
- Disposal of porous materials that contacted water
Category 3 (Black Water/Sewage)
Add these items:
- WTR - EXTR - SEWAGE: Sewage extraction (higher rate)
- CLEAN - DECON: Decontamination procedures
- PPE - HAZMAT: Hazmat PPE for crew
- DISP - HAZMAT: Hazardous waste disposal
- Remove ALL porous materials that contacted water
- Enhanced antimicrobial treatment of all surfaces
Commonly Missed Line Items
These are the items that estimators frequently forget, costing thousands in lost revenue:
1. Detach and Reset Items
- R&R - TOILET: Remove and reset toilet
- R&R - VANITY: Remove and reset vanity
- R&R - APPL: Remove and reset appliances
- R&R - FIXTURE: Remove and reset fixtures
2. Protection and Containment
- PROT - FLOOR: Floor protection
- PROT - CONTAIN: Containment barriers
- PROT - MASK: Masking and protection
3. Disposal and Debris
- HAUL - DEBRIS: Debris haul away (per load or cubic yard)
- DUMP - FEE: Dump fees
- DUMPSTER: Dumpster rental (if needed)
4. Specialty Items
- OZONE - TREAT: Ozone treatment for odors
- HYDROXYL: Hydroxyl generator for odor removal
- THERMAL - FOG: Thermal fogging for odors
- HEPA - VAC: HEPA vacuuming
5. Documentation and Testing
- PHOTO - DOC: Photo documentation
- MOIST - READ: Moisture readings and mapping
- TEST - MOLD: Mold testing (if needed)
- TEST - WATER: Water testing (for Category 3)
Pro Tips for Better Estimates
1. Use Xcavate for Faster Searches
Instead of spending 10 minutes searching for "antimicrobial spray application for drywall," use Xcavate's AI search. Type in plain English what you're looking for, and it finds the right line item in seconds.
2. Create Custom Templates
Build templates for common scenarios:
- Category 1 water damage - bathroom
- Category 2 water damage - kitchen
- Category 3 sewage backup - basement
- Supply line break - multi-room
This ensures you never forget critical line items.
3. Document Everything
Include line items for documentation:
- Photo documentation
- Moisture mapping
- Daily monitoring logs
- Drying logs
This protects you if the claim is questioned later.
4. Be Specific with Quantities
Don't round down. If you used 12 air movers for 4 days, that's 48 air mover days, not 40.
5. Include All Labor
Don't forget to include labor for:
- Equipment setup and breakdown
- Daily monitoring visits
- Contents manipulation
- Cleaning and decontamination
Common Mistakes to Avoid
1. Using Outdated Line Items
Xactimate updates regularly. Make sure you're using current line items, not deprecated ones that will get rejected.
2. Incorrect Units of Measure
Pay attention to whether items are priced per SF, LF, EA, or day. Using the wrong unit can drastically under or overcharge.
3. Not Accounting for Access Issues
If the job requires special access (stairs, tight spaces, etc.), include line items for:
- Difficult access surcharges
- Additional labor time
- Specialized equipment
4. Forgetting Overhead and Profit
On jobs requiring reconstruction, don't forget to include O&P (Overhead and Profit). This is typically 10-20% depending on your area and the carrier.
Using Technology to Your Advantage
Modern tools like Xcavate make finding the right line items dramatically faster. Instead of memorizing thousands of line item codes or spending hours searching, you can:
- Search in plain English
- Get instant results with descriptions
- See related items you might have missed
- Build estimates 40% faster
Final Thoughts
Mastering Xactimate line items takes time, but it's one of the most valuable skills in restoration. The difference between a mediocre estimate and a great one can be thousands of dollars per job.
Use this guide as a reference, create your own templates, and leverage tools like Xcavate to work faster and more accurately. Your bottom line will thank you.