Quick answerA scope sheet is a line-by-line record of the damage found and the repair or replacement called for at each location on the property, organized by trade, elevation, or room. It sits between the inspection or measurement report and the priced estimate: the scope sheet says what needs to happen and where, the estimate applies quantities and unit prices to those lines. Adjusters, contractors, and desk reviewers all read it to check that the estimate matches what was actually observed.

What a scope sheet is, and what it is not

A scope sheet lists, in plain language, every repair or replacement item tied to a specific location on the structure: which elevation, which room, which section of roof. It records the damage observed, the trade responsible, and the quantity involved. It does not carry pricing by itself in most shops, though some field templates add a unit price column so the sheet can be reconciled against the estimate line by line.

It is distinct from the measurement report, which is a geometry deliverable: total roof area, facets, pitch, ridge and valley lengths, wall area, or opening counts, produced from the property address and delivered as a file for the estimating platform. The scope sheet references those figures; it does not generate them.

It is also distinct from the estimate itself. The estimate, built in Xactimate® or Symbility®, applies unit pricing and line-item codes to the quantities the scope sheet and measurement report establish. A scope sheet with no matching estimate line is an open item; an estimate line with no scope sheet entry behind it is the first thing a desk reviewer will flag.

Core fields on a scope sheet

FieldWhat it capturesExample entry
Claim / file numberTies the sheet to the claim fileCLM-2026-04831
Property addressMatches the inspection and the measurement report142 Birchwood Ln, city, state, ZIP
LocationElevation, room, or roof slope where the item appliesRear slope, south elevation
Trade / categoryWhich trade performs the workRoofing, siding, gutters, interior drywall
Damage descriptionWhat was observed, in plain languageWind-lifted shingles, exposed underlayment, 40 LF
Scope of workWhat repair or replacement is called forRemove and replace shingles, ridge cap, and starter strip
Quantity and unitTied to the measurement report where applicable12.4 SQ (roof report), 40 LF (field measured)
Measurement sourceWhere the quantity came fromRoof report ESX; field tape for gutters
Xactimate® / Symbility® codeLine item code for the estimate, if the sheet carries itRFG 300, RFG STARTX
Photo referenceLinks the line to the photo logPhotos 14 to 19
NotesAccess issues, code upgrades, betterment, exclusionsIce-and-water code upgrade required per local code

How the scope sheet ties to the measurement report

Roof, wall, and opening quantities on the scope sheet should trace back to a specific source. When that source is a report ordered by property address, note the report in the measurement source field so a reviewer can pull the same file and confirm the number without re-measuring. Sketch My Roof roof measurement reports deliver as ESX for Xactimate®, XML for Symbility®, or PDF, so the format you cite should match the file actually sitting in the claim folder.

Where a quantity is field-measured instead of pulled from a report, say so. Mixing sources without labeling them is the most common reason a scope sheet and an estimate stop matching partway through a claim: someone edits the roof quantity in the estimate after a supplement inspection but the scope sheet still shows the original number.

If you need a measured roof geometry to build or verify a scope sheet before the estimate is drafted, you can order a roof report by address and have it delivered the same calendar day; see the sponsor's published turnaround and formats on the order page.

From scope sheet to estimate

  1. Confirm quantities against the measurement report

    Match each roof, wall, or opening figure on the scope sheet to the corresponding value in the ESX, XML, or PDF report before it goes into the estimate.

  2. Import the measurement file

    Bring the ESX or XML into the estimating platform via the Sketch import option or equivalent; menus vary by version, so verify the exact steps in your build against the platform's own documentation.

  3. Map scope sheet lines to line-item codes

    Each scope sheet entry should correspond to one or more line items in the estimate. A scope entry with no matching code, or a code with no scope entry, is an open reconciliation item.

  4. Carry notes forward

    Access issues, code upgrades, and betterment notes from the scope sheet belong in the estimate's line-item notes, not just in a separate adjuster memo that can get separated from the file.

  5. Reconcile before submission

    Read the finished estimate against the scope sheet line by line. Every scope item should appear priced somewhere in the estimate, and every priced line should trace to an observed condition on the scope sheet.

Common scope sheet mistakes

  • Quantity with no labeled source

    A reviewer cannot confirm a number that does not say whether it came from a report, a tape measure, or an estimate default.

  • Scope sheet and estimate built from different measurement files

    If the roof report was corrected or re-ordered after the scope sheet was drafted, the estimate can end up quoting a different total than the sheet describes.

  • Trade categories that don't match the estimate's category codes

    Free-text trade names are fine on the scope sheet, but someone still has to map each one to the estimating platform's own categories before pricing.

  • No photo reference on damage lines

    A scope line without a photo number is hard to defend on review or in a supplement request.

  • Code upgrade or betterment noted in a memo but not on the scope sheet itself

    Separate memos get lost; the scope sheet is the document most likely to travel with the claim file end to end.

Frequently Asked Questions

Is a scope sheet the same thing as an estimate?
No. The scope sheet describes what damage was found and what repair is called for, organized by location and trade. The estimate applies pricing and line-item codes to those same quantities inside Xactimate® or Symbility®. A finished claim file should have both, and they should match line by line.
Does the scope sheet need to show pricing?
Not always. Many field templates leave pricing out of the scope sheet entirely and let the estimating platform carry unit prices. Some shops add a unit price column to the scope sheet for a quick side-by-side check against the estimate; either approach works as long as the file is consistent.
Where do roof quantities on the scope sheet come from?
Either a measurement report ordered by property address, delivered as ESX, XML, or PDF, or a field measurement taken on site. The scope sheet's measurement source field should say which one, so a desk reviewer or supplement adjuster can verify the number against the same file.
Who uses the scope sheet besides the adjuster?
The estimator building the Xactimate® or Symbility® file, a desk reviewer checking the estimate against what was observed, and the contractor confirming the scope of repair all reference the scope sheet. It is the common document all three groups read the same way.
What happens if the scope sheet and the estimate disagree?
The estimate is what gets priced and paid, but a mismatch between the two is a reconciliation flag. The usual fix is to re-check the measurement source cited on the scope sheet, correct whichever document is wrong, and re-confirm before the file moves forward.

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