Insurance Roofing Invoice Template
The insurance-ready roofing invoice template — Xactimate line items, RCV vs ACV, recoverable depreciation, and supplement documentation carriers will actually approve.
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Your Company Name
License #
Invoice
#0001
Bill To / For
Client Name
Property Address
| Description | Qty | Price | Total |
|---|---|---|---|
| RFG 300 — Remove architectural shingles | 27.5 | $68 | $1,870 |
| RFG UNDLAY — Synthetic underlayment | 27.5 | $42 | $1,155 |
| RFG IWS — Ice & water shield | 6.5 | $108 | $702 |
| RFG ARCH — Architectural shingles (install) | 27.5 | $275 | $7,562.5 |
| RFG RIDGC — Ridge cap | 88 | $7.5 | $660 |
| RFG VENT — Ridge vent | 42 | $11 | $462 |
| DMO CLNP — Debris haul-off | 1 | $585 | $585 |
What is a insurance roofing invoice template?
An insurance roofing invoice is a billing document formatted to match an insurance carrier's estimate. It uses Xactimate line codes, breaks out RCV, ACV, depreciation, and O&P, and includes documentation for any supplements added after the original scope.
When to use
- Any residential roof replacement paid by an insurance claim (hail, wind, storm)
- Supplements filed after the initial scope was approved
- Depreciation recovery invoicing after work completion
- Working with adjusters who require Xactimate-formatted billing
What's included
- Claim number, policy number, carrier name
- Homeowner + adjuster contact info
- Xactimate line items with codes (RFG 300, RFG UNDLAY, etc.)
- RCV total, depreciation, ACV, deductible, net claim
- Supplement section with line items and photo justification
- Depreciation release request
- O&P (Overhead & Profit) breakout when applicable
- Certificate of completion
How it differs from generic
- Xactimate line codes instead of your internal SKUs
- RCV/ACV/depreciation math built in
- Supplement documentation section with photo evidence spaces
- Formatted to match what adjusters expect — approval-friendly
How insurance roofing invoices differ from cash invoices
Insurance roofing billing lives inside the carrier's estimate. Your invoice needs to match their line codes, their pricing, and their format — otherwise it comes back for revision and payment stalls another 30 days.
The line codes are Xactimate's standard: RFG 300 for tear-off, RFG UNDLAY for underlayment, RFG ARCH for architectural shingles, RFG RIDGC for ridge cap. Every roofing company doing insurance work should have these committed to memory.
Beyond line codes, you need to handle three things carrier estimates always include: RCV (replacement cost value), depreciation (holdback until work is completed), and ACV (what the carrier pays upfront). Your invoice needs to show all three — otherwise the depreciation never gets released.
How to document supplements
Supplements are additional line items you find during the work — rotten decking, missing ice & water shield the carrier didn't scope, extra ventilation the code inspector required. The average roof job has $1,500-$4,000 in legitimate supplements that carriers will pay if you document them correctly.
For every supplement, include a photo, a code citation if applicable, and the exact Xactimate line item. Submit them as a separate document, not buried in the main invoice — adjusters process them faster that way.
Recovering depreciation after completion
Carriers hold back depreciation until the work is completed. Once you finish, submit a Certificate of Completion (COC) along with your final invoice. The carrier will issue the depreciation check to the homeowner, who signs it over to you.
Do not close the file until depreciation is recovered. On a $22,000 roof, depreciation is often $6,000-$8,000 — that's not money to leave on the table.
Overhead & Profit (O&P) — when to bill for it
O&P is 10% overhead + 10% profit, added to the total. It applies when three or more trades are involved on the same claim (which is standard for roofing + interior damage from a leak). Some carriers push back — file it anyway, cite the industry standard, and escalate to a supervisor if needed.
Legal & compliance notes
- Never absorb the homeowner's deductible — that's insurance fraud in most states and can end your license.
- Depreciation is recoverable only after work is completed. Bill for it separately after final inspection.
- Keep all supplement photos and adjuster correspondence — you'll need them if the carrier pushes back.
These templates are provided for informational purposes and are not a substitute for legal advice from a licensed attorney in your state.
Frequently asked questions
Do I have to use Xactimate line codes?
If the carrier's estimate uses Xactimate (State Farm, Allstate, Farmers, USAA, most major carriers do), yes. Matching their format cuts your approval time in half.
Can I bill for supplements the homeowner didn't approve first?
You bill the carrier, not the homeowner, for supplements. Best practice is still to notify the homeowner in writing before starting supplemental work.
How long does insurance take to pay?
ACV is usually paid at claim approval. Depreciation is paid after completion and COC submission — typically 2-4 weeks. Supplements can take another 30-60 days depending on carrier.
What if the carrier's pricing is too low?
File a supplement with market pricing documentation. Include your last three invoices for the same line items as evidence. Escalate to a supervisor if the desk adjuster won't budge.
Do I need a public adjuster?
Not for most claims. A well-documented supplement package usually gets what you need. Public adjusters are for complex or denied claims where a licensed advocate is worth the 10-15% fee.
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