Quick answerReport-backed change-order documentation pairs a measured exhibit with a side-by-side quantity comparison. The package should show the original scope, the revised measured quantities, a short narrative tying the delta to a specific facet or line item, and supporting photos, all attached before the revised price is submitted. A measured PDF or ESX exhibit gives the file a fixed reference point instead of a verbal description of what changed.

What a measured backup exhibit is

A measured backup exhibit is a document that states roof quantities for a specific property: area in squares, facet count, ridge, hip, valley, eave, and rake lengths, and pitch by plane. It is not a photo and it is not an opinion; it is a quantity record tied to the property address, delivered as a PDF, an ESX file for Xactimate®, or an XML file for Symbility®.

In a change-order context, the exhibit does one job: it replaces a written claim of 'more roof than originally scoped' with a document showing exactly which quantities moved and by how much. That is what turns a request into a package a desk can evaluate quickly.

Why the package needs backup before it needs a price

A change-order request that leads with a new total invites a line-by-line audit from scratch. A request that leads with a measured comparison lets the reviewer see the specific facet, length, or pitch that changed and evaluate that one item. The backup does the explaining so the narrative can stay short.

This also protects the sequence of the file. If the original estimate was built from one measurement source and the revision is built from another, the package should say so plainly rather than leaving the reviewer to notice the discrepancy on their own.

Change-order package checklist

  • Copy of the original approved scope or estimate, with the disputed line items marked

    The reviewer needs the starting point in front of them, not just the revised number.

  • Current measured backup exhibit (PDF, ESX, or XML) covering the affected planes

    This is the document that replaces description with quantity.

  • Side-by-side quantity table: before, after, difference

    A single table answers 'what changed' faster than a paragraph.

  • Short written narrative citing the specific facet, elevation, or condition driving the change

    Ties the quantity delta to a cause instead of leaving it as an unexplained number.

  • Photos of the specific area referenced in the narrative

    Confirms the condition described exists at the location claimed.

  • Line-item code references matching the estimating platform in use

    Lets the reviewer map the change directly into Xactimate® or Symbility® without re-deriving it.

  • Date, preparer name, and delivery method noted on the package

    Establishes when the revision was submitted and through which channel.

Before-and-after quantities: a worked example

The figures below are a HYPOTHETICAL EXAMPLE only, built from the standard pitch-multiplier formula to show how a quantity table should read. They are not from any real claim or property.

Formula: pitch multiplier = square root of (rise squared + run squared), divided by run. For a footprint of 1,900 square feet, a 4/12 pitch (multiplier 1.054) and a 6/12 pitch (multiplier 1.118) produce different roof areas from the same footprint. Area = footprint x multiplier; squares = area / 100.

Line itemOriginal scopeRevised (measured backup)Difference
Roof area (footprint 1,900 sq ft, pitch as noted)4/12, 2,002.6 sq ft = 20.03 squares6/12, 2,124.2 sq ft = 21.24 squares+121.6 sq ft (1.21 squares)
Ridge length85 LF112 LF+27 LF
Hip length38 LF58 LF+20 LF
Valley length22 LF22 LFNo change

Sample numbers only, for illustration of table format. Replace with the actual footprint, pitch, and lengths from the property in question before submitting a real package.

Attaching the exhibit and entering the revised lines

Once the exhibit is finalized, attach it as the primary document in the change-order package rather than summarizing it in the body text. A PDF-only report ordered from the site sponsor, Sketch My Roof, at the published $25 rate, or an ESX + PDF order at $29 for cases going straight into Xactimate®, works as that exhibit; see Sketch My Roof roof measurement reports for current formats and pricing.

To bring the revised quantities into the estimate, import the file via the Sketch import option or the equivalent import path in the estimating platform; menus vary by version, so verify the exact steps in your build against the platform's own documentation before relying on a specific click path.

Frequently Asked Questions

What is measured backup in a change-order context?
It is a quantity document, PDF, ESX, or XML, that states roof area, facet lengths, and pitch for the property, used to show exactly which quantities changed between the original scope and the revised request.
Does the change-order package need photos in addition to the measured exhibit?
Yes. The exhibit shows the quantity; photos confirm the specific condition or facet the narrative references. The two support different parts of the same request.
Should the before/after table use real numbers before I submit a package?
Yes. Any worked example in a reference guide, including the one above, is hypothetical. A real change-order package needs the actual footprint, pitch, and lengths for the property in question.
Which file format should back a change order going into Xactimate®?
An ESX file imports directly into Xactimate® line items; a PDF works as the readable exhibit attached alongside it. Ordering both from one report avoids a second request later.

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