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How to Read and Use Xactimate White Pages for Accurate Estimates

  • Writer: DM Monticello
    DM Monticello
  • Jul 3
  • 7 min read

What Are Xactimate White Pages?

Definition and Purpose

The term “Xactimate White Pages” refers to a set of documents that explain how Xactimate’s cost data is calculated. They provide crucial context behind the price list numbers found in the Xactimate estimating software. Instead of just giving the price of a service or material, the White Pages tell you how that price was determined.

Think of them like the “fine print” behind the estimates. They help clarify:

  • Labor rate assumptions

  • Equipment depreciation models

  • Productivity standards

  • Trade-specific labor expectations

This information is essential for professionals looking to create transparent and defensible repair estimates—especially in insurance work where every dollar must be justified.



What’s Included in the White Pages?

While the exact contents may vary by region or update cycle, a typical Xactimate White Pages PDF contains:

  • Labor Cost Breakdown – wage, burden, overhead, and markup

  • Equipment Usage Assumptions – expected lifespan, rental rates, and daily productivity

  • Material Cost Justifications – market pricing sources and delivery expectations

  • Pricing Methodology Notes – Xactware’s approach to sourcing and analyzing cost data

Understanding these inputs helps contractors and adjusters explain why something costs what it does—crucial when an insurance claim is on the line.

For related operations support, read How Operational Efficiency Drives Sales Growth.



Why They Matter in Insurance and Restoration Work

Xactimate is the gold standard in property insurance estimates. Adjusters and contractors use it to align on what work needs to be done and how much it should cost.

But disagreements happen.

Let’s say you estimate $2,200 to dry a water-damaged basement. The adjuster counters with $1,700. The White Pages let you point to standardized assumptions behind your number:

  • Labor rate: $45/hour

  • Equipment usage: 3 days at standard output

  • Included costs: setup, breakdown, travel

That transparency builds credibility and speeds up approvals.

Learn more about managing client expectations in Virtual Assistants: How They Transform Your Business.



Where to Find Xactimate White Pages

Access Through Xactimate Subscription

If you’re a licensed Xactimate user:

  1. Log into your dashboard.

  2. Go to Price Lists and select your ZIP code or region.

  3. Look for “Supporting Documentation” or “White Pages.”

  4. Download as PDF.

This will include the most up-to-date labor and cost assumptions for your area.

Want help organizing your downloaded files? Try How to Streamline Back-Office Operations.



Requesting From an Adjuster or Contractor

If you’re a homeowner or property manager and don’t have a subscription, don’t worry. You can request the White Pages from:

  • Your insurance adjuster

  • The contractor preparing your estimate

  • A public adjuster assisting with your claim

Explain that you want to understand how the estimate was built. Most professionals will share this documentation if asked.



Alternatives and Publicly Shared Versions

Some training institutions and insurance forums publish sample Xactimate White Pages. While these aren't always current or location-specific, they help you understand what to expect.

Note: Always verify the date of the White Pages version you’re referencing. Xactimate updates monthly, so older documents may not reflect current rates.

For more insights on regional updates, see Jobs in Houston, Texas Hiring Immediately and similar market guides.



How to Use Xactimate White Pages Effectively

Interpreting Labor, Equipment, and Material Cost Notes

The most valuable part of the Xactimate White Pages is the cost breakdown. It shows how much of a listed price goes toward:

  • Labor wage and overhead

  • Equipment maintenance, fuel, and depreciation

  • Material handling, delivery, and waste allowance

By reviewing this, contractors can explain why a task is priced the way it is. Homeowners can see whether they’re being charged reasonably or if adjustments are needed.

Want to improve how you interpret service costs? Check out How to Achieve Efficient Back Office Operations.



Using White Pages for Insurance Claims and Estimates

When filing or negotiating a claim, the White Pages serve as evidence to justify costs. For example:

  • “The labor rate for water mitigation in this region is $X/hour”

  • “The cost includes travel and setup time as outlined by Xactimate standards”

Both adjusters and contractors can reference the same source—eliminating confusion and speeding up approvals.

Learn more: How to File Taxes as a Small Business, especially useful when damage claims intersect with business deductions.



Pairing with the Price List for Full Insight

While the price list shows the final number, the White Pages show the recipe. Use both documents together for a 360° view of each estimate.

For instance, if dehumidification is listed at $85/day, the White Pages will break that down into:

  • Equipment cost

  • Operation expectations (e.g., 24/7 use)

  • Regional pricing differences

This clarity prevents pricing disputes and enhances trust.



Benefits for Contractors and Homeowners

Improve Estimate Accuracy

Contractors who read the White Pages can fine-tune their estimates. They’ll know exactly how costs were derived, helping them stay competitive and profitable.

This is key in disaster-prone regions where quick, reliable quoting can win or lose jobs. For more help, read How to Grow My Marketing Agency.



Support Fair Payouts in Claims

White Pages help homeowners and public adjusters push back against lowball estimates. By showing how standard costs are structured, they offer a professional rebuttal.

It’s especially useful for:

  • Water damage

  • Fire restoration

  • Mold remediation

Need support through complex projects? Learn about Outsourced HR for Startups.



Build Credibility and Trust with Clients

For service providers, showing clients a transparent estimate backed by Xactimate documentation builds confidence. It signals professionalism and removes doubt.

Looking to reinforce this trust? Learn how to Use a Virtual Assistant to Support CRM Data Entry.



Common Mistakes to Avoid

Misunderstanding Unit Costs

Not all items are priced per square foot. Some are per linear foot, hour, or item. Misreading this can throw off your estimate significantly.

Always verify the unit in both the price list and White Pages.



Ignoring Update Frequency

Xactimate updates monthly. Using outdated PDFs can result in undercharging or claim denials. Always reference the latest version for your ZIP code.



Relying on Outdated White Pages

If you're using a White Pages PDF that’s over 60 days old, request a new one. Prices for materials and labor change frequently.

Need help with document organization? See Top 10 Tech Tools for Back Office Teams.



Strategic Tips for Getting the Most from White Pages

Combine with Virtual Assistant Support

Contractors juggling multiple claims can offload administrative work to a virtual assistant. Let a VA handle document comparisons, CRM updates, and PDF filing.



Use for Audit Trails in Claims

For complex claims, the White Pages help create a transparent paper trail. Adjusters reviewing a file will appreciate clearly marked Xactimate-supported references.

Enhance your operational clarity with How to Build Your Dream Team.



Cross-Check with Regional Price Data

Always match the White Pages with your ZIP code’s regional price list. For example, labor in New York City may differ significantly from Dallas.



Real-World Examples of Using Xactimate White Pages in Claims and Contracting

Understanding how to use the Xactimate White Pages is one thing—seeing them in action is another. Let’s walk through three practical examples that show just how powerful these documents can be in real restoration and insurance scenarios.



Example 1: Water Damage in a Residential Basement

Scenario: A homeowner in Atlanta experiences a sump pump failure during a heavy storm. The basement floods, damaging drywall, flooring, and furniture.

The Problem: The insurance adjuster approves only partial reimbursement, citing lower-than-expected costs for dehumidification and floor removal.

The Solution: The contractor uses the Xactimate White Pages to reference the standard labor and equipment rates for water damage in Georgia. They submit a revised estimate with:

  • Cost breakdowns that match White Page assumptions

  • Notes on equipment rental duration and daily usage

  • Documentation showing compliance with Xactimate labor standards

The Result: The insurer approves the updated claim in full. The homeowner receives an extra $3,000 for necessary drying equipment and proper removal costs.



Example 2: Commercial Fire Cleanup Estimate Dispute

Scenario: A small restaurant in Phoenix suffers minor fire damage in the kitchen. The owner files a claim and receives a low estimate that doesn’t include proper cleanup of soot and smoke-damaged surfaces.

The Problem: The insurance estimate omits several labor-intensive cleaning tasks.

The Solution: The business owner's contractor references the White Pages for commercial cleaning labor units. They explain:

  • The expected time needed to clean stainless steel and HVAC systems

  • The industry-standard hourly labor rate

  • Allowances for chemical usage and safety gear

The Result: The updated claim adds nearly $5,500 in covered labor. The owner is able to reopen the business on time.

For other efficiency tips, read Cost-Effective Strategies for Business Growth.



Example 3: Disputing a Denied Mold Remediation Line Item

Scenario: A condo owner in Florida finds mold behind drywall after a hurricane. The adjuster denies part of the claim, saying mold removal isn’t priced correctly.

The Problem: The homeowner is unsure how to prove the pricing is valid.

The Solution: A public adjuster uses the Xactimate White Pages to justify the mold remediation estimate, including:

  • Special labor rates for mold remediation specialists

  • PPE and containment costs as part of the standard rate

  • Time estimates based on square footage

The Result: The insurance company reverses its denial and releases $7,200 in previously withheld funds.

For more support on pricing and estimate documentation, check What Is the Hourly Rate for Virtual Assistants?.

These real-world stories prove the Xactimate White Pages aren't just paperwork—they’re tools that empower contractors and homeowners to stand up for fair compensation and accurate restoration budgeting.



Final Thoughts and Best Practices

The Xactimate White Pages are more than technical docs—they’re a key part of claim fairness and estimate accuracy. Understanding them ensures every party is on the same page, preventing delays, disputes, and budget surprises.

Want to streamline your entire process? Read:



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