Roofing Supplement Checklist
Pre-submission checklist for roofing supplements: reconcile measurements, verify accessory line items, confirm documentation, and package a carrier-ready estimate revision.
Claims Ninja Operations
Purpose
Ensure every roofing supplement is complete, evidence-backed, and aligned to field scope before submission — reducing denials, re-inspection delays, and unpaid accessory labor on storm and replacement files.
When to use
Carrier roof estimate received and initial review complete
Signal: Estimate date logged; measurement report on file
Tear-off or dry-in underway with scope gaps identified
Signal: Field photos show accessories, pitch, or code items not on estimate
Revised Xactimate draft ready for office review
Signal: Supplement coordinator assigned; adjuster contact confirmed
Within 48 hours of carrier estimate on high-square storm jobs
Signal: Priority flag in CRM; material order not yet committed to short estimate
Prerequisites
- Carrier estimate and claim number on file
- Third-party or field measurement report reconciled to sketch
- Pre-tear-off elevation photo set uploaded
- Supplement owner and adjuster email/fax path confirmed
Required documentation
Carrier estimate with sketch and F9 notes
Highlight missing accessory rows and quantity variances before revising.
Measurement report reconciled to carrier sketch
Document square, ridge, hip, valley, and eave/rake variances in a comparison table.
Elevation and pitch-labeled photo set
Minimum one wide and one close per affected elevation; pitch visible or annotated.
Revised estimate aligned to photo narrative
Each added line maps to a photo, measurement variance, or code citation.
Supplement cover letter with line-item index
Separate quantity revisions from unit price challenges in the narrative.
Code or manufacturer citations for upgrade lines
Required when requesting ice barrier, ventilation balance, or fastening upgrades.
Quality gates
Squares reconciled or variance explained
Unexplained square gaps are the top cause of partial approvals.
Accessory checklist complete (drip edge, starter, ridge, ice barrier)
Steep/high modifiers match documented pitch
Every new line item has traceable photo or report reference
Quantity, code, and unit price arguments separated in narrative
Execution checklist
- 1
Reconcile sketch to measurement report
Supplement Coordinator- Compare carrier squares to EagleView, Hover, or field measure — flag variances above 2%.
- Verify ridge, hip, valley, and eave/rake linear feet against report tables.
- Note sketch geometry simplifications (collapsed hips, omitted crickets, parapets).
- Record reconciliation table in supplement file for adjuster reference.
Quantity gaps cascade into shingle, felt, ice barrier, and waste underpayment — fix squares first.
- 2
Walk missed line items checklist
Supplement Coordinator- Verify steep/high charges against measured pitch on every plane.
- Confirm drip edge, starter strip, and ridge cap linear feet.
- Check ice and water shield in valleys and eaves per jurisdiction.
- Count ventilation intake and exhaust as a balanced system.
- List detach and reset for HVAC, solar, satellite, and skylight units.
- Apply waste factor appropriate to cut-up factor and shingle type.
- 3
Confirm field conditions with crew lead
Field- Validate pitch labels and access constraints match photos.
- Confirm valley type (open, closed-cut, woven) and flashing conditions.
- Identify decking damage or rot visible only after tear-off.
- Flag penetrations, chimneys, and wall intersections needing flashing lines.
Call or site visit if estimate was desk-reviewed without roof access.
- 4
Close documentation gaps before submission
Field- Upload missing elevation, tear-off, and accessory photos.
- Attach permit requirements or inspector notes for code-driven lines.
- Add supplier invoices only for unit price challenges — date-matched to estimate.
- 5
Build carrier-ready supplement package
Supplement Coordinator- Finalize revised estimate with F9 notes mirroring cover letter.
- Index each requested line to photo filename or report page.
- Submit via carrier portal, email, or fax per adjuster preference.
- Log submission date and start follow-up clock in CRM.
Common mistakes
| Mistake | Impact | Correction |
|---|---|---|
| Submitting supplement before reconciling squares to measurement report | Carrier denies shingle and accessory quantities; weeks of rework. | Lead with measurement variance table; revise estimate to report first. |
| Bundling code upgrades without jurisdiction-specific citations | Blanket code arguments trigger denials on otherwise valid lines. | Cite local amendment, permit, or manufacturer spec per line item. |
| Omitting steep/high because adjuster never accessed the roof | Labor margin lost on 8/12+ pitches and multi-story staging. | Label pitch on photos; pair with access photos from ground and roof. |
| Waiting until install complete to submit | Labor and material sunk; weaker negotiating position. | Submit within first week when tear-off evidence is fresh. |
Submitting supplement before reconciling squares to measurement report
Impact: Carrier denies shingle and accessory quantities; weeks of rework.
Correction: Lead with measurement variance table; revise estimate to report first.
Bundling code upgrades without jurisdiction-specific citations
Impact: Blanket code arguments trigger denials on otherwise valid lines.
Correction: Cite local amendment, permit, or manufacturer spec per line item.
Omitting steep/high because adjuster never accessed the roof
Impact: Labor margin lost on 8/12+ pitches and multi-story staging.
Correction: Label pitch on photos; pair with access photos from ground and roof.
Waiting until install complete to submit
Impact: Labor and material sunk; weaker negotiating position.
Correction: Submit within first week when tear-off evidence is fresh.
Supplement opportunities
Carrier sketch understates squares or linear feet
Measurement report comparison table with highlighted variances
Line item hint: Field shingles, felt, ice barrier, waste factor
Accessory rows missing from macro assembly
Perimeter photos showing eaves, rakes, ridges, valleys
Line item hint: Drip edge, starter strip, ridge cap, valley metal
Pitch 7/12 or greater without steep/high modifier
Pitch-labeled elevation photos and measurement pitch table
Line item hint: Steep charge, high charge, staging labor
Ice barrier omitted in northern or coastal jurisdictions
Code citation, eave depth photos, valley condition shots
Line item hint: Ice and water shield at eaves and valleys
HVAC, solar, or satellite on affected slopes
Pre-tear-off unit photos with count and location labels
Line item hint: Detach and reset per unit
Related resources
FAQ
Common questions
Quick answers related to this procedure.
Within the first week after carrier estimate receipt or tear-off, while measurement variances and accessory photos are fresh. Waiting until install is complete weakens quantity disputes and labor arguments.
Reconcile carrier squares and linear feet to your measurement report. Fix square variances before arguing accessories, steep charges, or code upgrades — quantity gaps cascade through every shingle-related line.
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