Why Xactimate's Pricing Lag Is Eating Into Your Margins (And How to Fix It)

If you’ve bought shingles, nails, or underlayment recently, you don’t need an economic report to tell you that material costs are climbing. Between fuel surcharges, manufacturer price hikes, and new tariffs on steel and aluminum, the cost to build a roof has jumped dramatically. In fact, overall material costs are up more than 40% since 2020.

The Problem: Rising Costs & the Estimate Gap

Despite this jump in costs, roofing contractors across the country are facing the exact same frustrating scenario: An adjuster hands over an approved insurance estimate, and the numbers are completely disconnected from reality.

If the carrier is using Xactimate, why is there such a massive gap between their estimate and your actual supplier invoice?

The answer comes down to how the system is built, and how carriers use that design to protect their own bottom line.

Why Does the Xactimate Gap Exist?

Xactimate does not pull pricing from a live, real-time market. Instead, it relies on historical data, regional averages, and lagging inputs aggregated over time.

When a sudden price spike hits the supply house, Xactimate doesn’t update overnight. The data goes through a lengthy cycle of collection, reporting, and system updates that can take months to actually show up in the software.

This means an adjuster’s approved estimate might be based on what shingles cost six months ago, not what you have to pay for them today.

Carriers know this lag exists. They use it as a defense mechanism, treating Xactimate’s median numbers as definitive proof of market cost. If you don’t challenge that framing with concrete evidence, you’re left absorbing the difference and watching your profit margins shrink.  On that point, Balance can manage this back and forth battle for you, saving time and improving claim accuracy.

The Solution: Shifting the Burden of Proof

To get paid fairly in a volatile market, you have to prove that the carrier's default pricing is wrong.

The most effective tool you have to close this gap is a written, dated retail quote from a legitimate third-party distributor (like ABC Supply, Beacon, or SRS). An adjuster can easily dismiss your opinion on what materials should cost, but they cannot easily dismiss a current, formal quote from a major national supplier.

However, just sending over an invoice after the job is done isn't enough. To successfully supplement for real-world material costs, you have to follow a specific workflow:

1. Request a Retail Quote, Not Your Contracted Rate: Your hard-earned volume discounts shouldn't be used to subsidize the insurance carrier's estimate. You need the true, off-the-shelf market price.
2. Target the Gaps Surgically: Focus your quotes on the specific components where Xactimate falls short—like field shingles, starter strips, ridge caps, or tariff-affected metal components.
3. Submit with Proper System Overrides: You must know how to correctly input these quotes into your supplement to override default pricing and explicitly justify the dollar difference.

Protect Your Profits on Every Job

Stop eating the gap between yesterday's software numbers and today's real-world costs. Documenting these spikes takes a few extra minutes, but it's the difference between protecting your margins or leaving thousands of dollars on the table.

Want the exact blueprint on how to handle these overrides? The Balance Claims team has put together a comprehensive guide:

Xactimate Won't Save You From Rising Material Costs But This Will.

Inside, you'll learn:

• The exact 4-step framework for securing the right quotes from your suppliers.
• How to handle estimates if you aren't working directly inside Xactimate.
• How to format your F9 notes so adjusters can't ignore your supplement.

Fill out the form below to download your free copy of the guide today.