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Introduction: When Reports Don’t Match
Have you ever received an estimate from a carrier or contractor that was in the wrong Xactimate PDF format?
If you’re an adjuster, perhaps a contractor sent you an “Abbreviated” report instead of the normal report (“Final Draft with/without Depreciation”) that you're familiar with.
This mismatch makes the estimate harder to review and line item variances harder to spot. Should you set the file aside and ask for the right version?
Same estimate but in different formats, which creates a tricky apples-to-oranges comp.
Or if you’re a contractor, perhaps you received a “Scope” PDF from an adjuster that didn’t include RCV prices, making it difficult to get a sense of how much a job will pay. Are we close to covering our projected costs?
Xactimate offers several standard reports. These file types shape how information is shared, understood, and acted upon. And ultimately, they influence how fast a claim can move through the cycle.
The wrong report throws sand in the gears of the process – it lengthens processing times, or adds additional back and forth. When this happens, tools like ClaimsFlow help — making it possible to easily work with the file you have, rather than rewriting, or waiting for a resend.
Why Report Types Matter
Report types matter for a couple reasons:
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Incorrect reports slow down the cycle.
Different report formats make estimates harder to review and compare. A “Final Draft,” for example, breaks out every line item detail and outlines price by activity, while an “Abbreviated” report summarizes the estimate with little price detail or context.To keep the process moving smoothly, we recommend that you send your estimates in the same report format that your counterparty uses and recognizes (see below for some common carrier reports). If you're on the receiving end, converting the PDF into the right format (or ESX) can save hours—or even days—of back-and-forth.
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Incorrect reports leave out critical information.
Some report types don’t include important details. For example, a “Customer Total Amount” report leaves out line item prices – data that can be extremely helpful for contractors to better understand project costs. Missing information creates expectation mismatches that introduce confusion and delays later in the cycle.
Report type differences may seem trivial, but they add costly friction: extra back-and-forth, delayed turnarounds, and, ultimately, extended claims cycles.
How ClaimsFlow can help with PDF-to-ESX conversion
ClaimsFlow allows you to transform any Xactimate PDF into the report format you need. This means –
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Instead of asking a contractor to resend another PDF estimate, adjusters can simply convert the PDF instantly and keep moving.
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Contractors can convert a “Scope” report into a full “Final Draft”, complete with projected RCV values.
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Public adjusters and estimators can match carrier preferences more easily, keeping reviews aligned and avoiding unnecessary slowdowns.
This flexibility brings clarity, and quicker turnarounds. When report formats align, the entire claims process runs faster and smoother for everyone.
Appendix: Common Xactimate Report Types
Below you’ll find a quick reference catalog of the most common report formats and the carriers that use those reports.
Final Draft
Description: Comprehensive report with full line-item detail, depreciation, and activity-based pricing.
Common carriers: Not commonly used by carriers.
Final Draft – with/without Removal Depreciation
Description: Most common adjuster format, accounts for depreciation (or not). Easy for contractors to match.
Common carriers: Allcat, Safeco, Progressive, Hastings, Farm Bureau Insurance etc.
Final Draft – with Age, Life, and Condition
Description: Adds depreciation %, age, and life detail to line items.
Common carriers: State Farm, Travelers, Allstate, Nationwide, Farmers, USAA etc.
Final Draft – Separate Coverage
Description: Breaks down line items by coverage (Dwelling, Contents, Other Structures).
Common carriers: Not commonly used by carriers.
Rough Draft
Description: Preliminary report with quantities, CAT, and Selector Codes.
Common carriers: USAA, although not commonly used by carriers.
Scope
Description: Room-by-room scope report without prices.
Common carriers: Not commonly used by carriers.
Abbreviated
Description: Provides an overview of the estimate, no sketch or dimensions. Excludes RCV, tax, and O&P.
Common carriers: Not commonly used by carriers.
Breakdown of Add-ons
Description: Focuses on added overhead, profit, and sales tax.
Common carriers: Not commonly used by carriers.
Components
Description: Breaks the estimate into materials, equipment, and labor components.
Common carriers: Not commonly used by carriers.
Customer Total Amount
Description: Room-by-room list without prices (items and quantities only).
Common carriers: Not commonly used by carriers.
Internal TAM (Time & Materials)
Description: Breaks down labor, material, and equipment costs per line item.
Common carriers: Not commonly used by carriers.
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