The Ultimate Xactimate Drying Log Guide for Water Damage Jobs
- DM Monticello
- Jul 3
- 7 min read
What Are Xactimate Drying Logs?
Definition and Purpose
Xactimate drying logs are standardized documents used to record and track the progress of moisture removal after water damage. These logs help restoration contractors prove that drying equipment was used correctly and that moisture levels dropped over time. Most are formatted to align with IICRC S500 standards and can be integrated into Xactimate estimates or exported as PDF files.
Why Insurers and Contractors Use Them
Insurance carriers rely on drying logs as evidence of mitigation efforts. They want to know:
When drying began and ended
What equipment was used
How moisture levels changed each day
Contractors, in turn, use these logs to justify the line items they input in Xactimate for drying services, including dehumidifiers, air movers, and monitoring labor.
Explore how documentation affects approvals in How to Maximize My Team’s Productivity.
What a Typical Log Includes
A well-maintained drying log should include:
Daily readings of temperature, relative humidity, and grains per pound (GPP)
Moisture content levels in affected materials (e.g., drywall, flooring)
Equipment details, including serial numbers and location
Technician notes and time stamps
Having this info in a structured, printable format helps with both claim approvals and audit protection.
For related data tracking tools, visit Top 10 Tech Tools for Back Office Teams.
Importance of Drying Logs in Water Damage Claims
Proving Moisture Reduction Over Time
Insurers require proof that drying was successful and necessary. The drying log acts as a time-stamped moisture trail, showing:
Initial high moisture readings
Gradual reduction each day
Final readings within the acceptable “dry standard” range
This time series makes your claim stronger and reduces the risk of denial.
Supporting Xactimate Line Items
Each drying-related service added in Xactimate—like “dehumidifier rental” or “air mover setup”—needs to be backed up by a log. Without it, carriers may:
Reduce payouts
Remove drying charges
Request additional justification
Avoid this by attaching a complete PDF of your drying log when submitting your estimate.
For a broader claims strategy, read How to File Taxes as a Small Business.
Avoiding Claim Denials
Claim denials often occur due to:
Incomplete documentation
Missing drying logs
Gaps in the monitoring timeline
By using consistent, compliant logs, you show professionalism and meet carrier expectations every time.
Need help maintaining accuracy? Explore Outsourced HR for Startups.
How to Complete a Drying Log Correctly
Required Equipment and Setup
To create a complete drying log, you'll need:
Moisture meter for wood, drywall, and flooring
Thermo-hygrometer for air temperature and humidity
Grain calculator app (or a GPP meter)
Log sheets or digital log software
Always calibrate tools before use to ensure reliable data.
Data Points to Record Daily
Each day of drying should include:
Temperature and RH readings (inside and outside)
Moisture levels in multiple materials
GPP calculations for each monitored zone
Equipment operating status (on/off times, locations)
Comments about progress or issues
Don’t forget to include readings from unaffected areas for comparison.
Sample Entries and Screenshots
A professional drying log might look like:
Date | Location | RH (%) | Temp (°F) | GPP | Moisture Content | Notes |
6/5 | Kitchen | 48% | 75°F | 45 | 16% | Started drying with 2 air movers, 1 LGR dehumidifier |
6/6 | Kitchen | 38% | 72°F | 35 | 12% | Readings improving, equipment operating normally |
Use these logs as attachments in your Xactimate estimate or convert them into PDF for easy submission.
Want help organizing this data? Learn How to Automate Back-Office Operations.
Xactimate Integration and PDF Exports
Where to Enter Drying Log Data in Xactimate
Xactimate doesn’t have a built-in drying log form, but you can still integrate your logs into your project:
Attach scanned or digital PDF logs under the “Documents” tab
Use Line Notes to reference drying log entries for each day
Create a custom macro that reminds you to attach drying documentation
If you’re using Xactimate Mobile, you can also take photos of your meter readings and add them to room-specific notes.
Want to improve your file organization? See How to Streamline Back-Office Operations.
How to Export a PDF
If you’re using a digital drying log tool (like Dash, Moisture Mapper, or Encircle), exporting is simple:
Navigate to the job file
Select “Export” or “Print”
Choose PDF format
Save using a clear file name: Drying_Log_Johnson_Kitchen_06_2025.pdf
If you’re using paper logs, scan them using a mobile app like Adobe Scan or CamScanner.
Tip: Store your PDFs in folders labeled by project name and date range to stay organized.
Tips for Organizing Files for Adjusters
Adjusters love clean, well-labeled files. Here’s a structure you can use:
01_Scope_of_Work.pdf
02_Photos.pdf
03_Drying_Log.pdf
04_Estimate_ESX.pdf
Labeling files this way ensures your log is easy to locate during review.
For help building repeatable file workflows, read Top 10 Tech Tools for Back Office Teams.
Sample PDF: Xactimate Drying Log Template
Key Fields (Temp, Humidity, Grains per Pound)
A reliable drying log PDF includes:
Job Name and Address
Start and End Dates
Daily Entries with:
Interior Temp/RH
Exterior Temp/RH
Calculated GPP
Moisture readings in affected and unaffected areas
Equipment used (with serial numbers)
The goal is to tell a complete story of the drying process.
Using Virtual Assistants to Manage Drying Logs and Estimate Documentation
In the fast-paced world of water damage restoration, managing drying logs, submitting estimates, and organizing documentation can eat up hours of your day. That’s where virtual assistants (VAs) come in.
By offloading repetitive back-office tasks to trained remote professionals, restoration companies can improve accuracy, reduce delays, and focus on delivering field services.
What Can a VA Do for Drying Logs?
Virtual assistants may not be on-site, but they can help manage every aspect of your drying documentation once the field data is collected. Here’s how they support your operations:
Data Entry: After your techs log readings on paper or via a mobile app, the VA can transcribe them into a clean digital format or populate a PDF log template.
Quality Control: A VA can double-check that logs are complete, confirm date accuracy, and highlight missing entries.
File Naming and Organization: Instead of juggling dozens of PDFs, let your VA label and file each log properly using naming conventions like JobAddress_Date_Log.pdf.
Document Syncing: VAs can upload final logs to cloud platforms like Google Drive, Dropbox, or directly to Xactimate for review by adjusters.
For more support tools, read How to Automate Back-Office Operations.
Estimate Documentation Assistance
Drying logs are just one part of a full water damage estimate. VAs can also:
Compile photos and label them per room or line item
Create summary reports using notes from techs
Check estimate totals and tax calculations in Xactimate
Add line notes referencing drying logs and equipment
This support ensures your estimate packages are complete, consistent, and claim-ready—helping reduce rejections and payment delays.
Explore how VAs streamline workflows in How Operational Efficiency Drives Sales Growth.
Best Practices for Working with VAs
To get the most from your virtual assistant, follow these steps:
Set Clear SOPs: Document how you want logs formatted, named, and stored.
Use Shared Drives: Create folders for each job and give your VA structured access.
Batch Tasks: Assign daily uploads, weekly checks, and end-of-project reviews.
Train Once, Repeat Often: Record training videos for repeatable processes like populating drying logs.
Need help with onboarding a VA? Check out How to Hire Top Talent Without Breaking the Bank.
The Bottom Line
Water damage restoration moves fast—and so should your documentation. With virtual assistant support, you can keep your records compliant, your estimates organized, and your team focused on what they do best: restoring homes and helping clients.
To explore ready-to-go VA services for restoration teams, visit operationsarmy.com.
How to Customize for Your Region
Moisture content goals and drying conditions vary by region. To adjust:
Look up the “dry standard” for your state (e.g., 12% MC in California vs. 15% in Florida)
Adjust your target GPP accordingly
Include outdoor readings in your log for context
Matching regional norms helps align expectations with local adjusters and carriers.
Learn about adapting operations regionally in Jobs in Houston, Texas Hiring Immediately.
Best Practices for Accurate and Compliant Logs
Daily Monitoring and Time-Stamped Entries
Record drying data at the same time each day—preferably 24 hours apart. Add time stamps to prevent disputes during audits.
Tip: Use a mobile reminder system or VA to track logging times.
Equipment Use Documentation
Always list:
Equipment type and quantity
Serial numbers
Where the equipment was placed
Make sure your estimate matches the logged usage.
Need documentation support? Read Virtual Assistant Rates Explained.
Technician Sign-Offs and Notes
At the end of each log entry, add:
Technician name
Signature (if on paper)
Any relevant job notes
These details help prove that site monitoring was done professionally.
Common Mistakes to Avoid
Skipping Days or Forgetting Entries
Missed entries suggest that drying was not monitored—leading to rejected claims.
Set daily calendar alerts or use a project management tool to stay on track.
Incorrect Meter Calibration
Using uncalibrated meters can skew data. Check device settings and batteries daily, especially before logging sensitive moisture readings.
Incomplete Final Readings
Always include a final moisture reading and mark the job as “dry.” Omitting this step could delay claim processing or require a reinspect.
Final Thoughts: Make Your Drying Logs Audit-Proof
Drying logs are more than a checklist—they’re proof that your work meets professional standards. By completing and organizing your drying logs carefully, you ensure:
Faster insurance payouts
Fewer estimate revisions
Stronger reputation with carriers
Pair this with clean file submissions and a reliable logging routine, and you’ll stand out from the crowd in the restoration industry.
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Sources
IICRC S500 Water Damage Restoration Standard – https://www.iicrc.org
Xactware User Support – https://www.xactware.com
Restoration Industry Association (RIA) – https://www.restorationindustry.org
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