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Xactimate Codes for Emergency Shrink Wrap: A Billing Guide

By Andrew Gibeault – Technical Authority on Claims Documentation

In the high-stakes environment of post-disaster mitigation, the gap between a profitable job and a financial loss often lies in the line items. For General Contractors (GCs) and Insurance Adjusters, the distinction between “temporary repairs” and “premium emergency mitigation” is not just semantic—it is financial. When a structure is compromised, and immediate encapsulation is required to prevent secondary damage, standard tarping codes often fall woefully short of covering the cost of professional, heat-sealed shrink wrap applications.

To ensure fair indemnification and accurate billing, one must master the specific Xactimate codes for shrink wrap. Unlike blue poly tarps, which are temporary stop-gaps, 12-mil heat-welded shrink wrap is a sophisticated engineering solution that requires framing, specialized labor, and expensive materials. This guide provides a technical breakdown of the necessary line items, how to differentiate them from standard roofing codes, and how to build a bulletproof supplement that survives the desk review process.

Understanding Xactimate Categories

Xactimate is structured around categorization logic that can be rigid if not navigated with expertise. For roof mitigation, the primary category is RFG (Roofing). However, relying solely on general category codes without diving into specific selectors will result in underpricing. The software relies on localized price lists that update monthly, but specialized emergency services often outpace these standardized rates due to supply chain volatility and the premium costs associated with immediate mobilization.

The core of your estimate must revolve around the correct identification of the material being installed. Xactimate attempts to distinguish between standard tarping and heat-applied systems, but the descriptions can sometimes be ambiguous to the untrained eye. The key is to look for selectors that specifically mention “Heat-applied” or “Shrink wrap.”

Furthermore, understanding the unit of measurement is vital. While roofing is traditionally measured in squares (SQ), certain mitigation items may be calculated by the square foot (SF) or by linear foot (LF) for perimeter attachment details. An error in unit conversion here can reduce a claim’s value by a factor of 100. Always verify whether the code selected calculates based on the surface area of the roof or the actual surface area of the plastic deployed, which includes overlap and waste factors necessary for heat welding.

The Difference Between Tarp and Shrink Codes

One of the most frequent points of contention in claims adjustment is the confusion between RFG TARP and RFG SHRINK. From a distance, they may both look like “plastic on a roof,” but technically and financially, they are worlds apart.

The ‘RFG TARP’ Limitation

The code RFG TARP generally allows for the installation of a standard, woven polyethylene tarp (typically 6-mil or 8-mil) secured with furring strips and nails. The unit price for this line item is built assuming low material costs and minimal labor skill. It is a temporary fix designed to last days or weeks. Using this code for a shrink wrap job is arguably the most common billing error. It fails to account for the propane fuel, the heat guns, the safety equipment, and the specialized 9-to-12-mil Low-Density Polyethylene (LDPE) used in professional wrapping.

The ‘RFG SHRINK’ Standard

The correct baseline for professional mitigation is typically found under RFG SHRINK (or similarly named codes depending on the specific price list version, such as ‘Shrink wrap – heat applied’). This code accounts for the labor intensity of heat-welding seams to create a monolithic, watertight barrier.

When utilizing Xactimate codes for shrink wrap, you are claiming for a product that can withstand hurricane-force winds and remain intact for up to a year. This is not a tarp; it is a temporary roof replacement. The line item price reflects the complexity of the installation, including the “drum-tight” finish that prevents ponding water and wind uplift. Adjusters must recognize that applying this code is not an upsell; it is a reflection of the requisite standard of care for high-value or severely compromised assets.

Justifying Bid Items

While standard codes exist, complex commercial projects or steep-slope residential jobs often defy the logic of a simple square-foot price. In these scenarios, relying strictly on the price list may lead to a significant variance between the actual cost incurred and the allowed amount. This is where “Bid Items” and comprehensive line-item buildup become essential.

Material Thickness and Specifications

Standard price lists may assume a generic material thickness. If the project requires 12-mil flame-retardant wrap due to code requirements or duration needs, this must be documented. If the specific RFG SHRINK code does not explicitly state “12-mil,” you may need to utilize a custom bid item or add a material overage line item to account for the price delta between standard film and heavy-duty structural plastic. Explicitly noting “12-mil Virgin Resin LDPE” in line item notes helps justify the pricing.

Ancillary Codes and Components

A shrink wrap system is rarely just the plastic. To build an accurate estimate, you must include the supporting infrastructure. This prevents claim kickbacks by showing the adjuster exactly where the money is going.

• Perimeter Framing: On flat roofs or complex geometries, a wooden sub-structure is often required to create slope or attachment points. This involves lumber and carpentry labor. Codes under the FRM (Framing) category or specific RFG LAB (Roofing Labor) hours should be added to cover the construction of these batten systems.
• Sandbags and Ballast: For roofs where mechanical attachment (nailing) is impossible due to the substrate (e.g., concrete decks or delicate membranes), the wrap is held down by sandbags. This is a separate cost. Look for codes like RFG SDBAG to account for the purchase and placement of these weights.
• Venting: Shrink wrap creates a hermetic seal. Without proper ventilation, moisture can build up underneath, causing mold. The installation of specialized vents is a material and labor cost that should be line-itemed separately if not included in the master code.

Overhead and Profit (O&P)

Shrink wrapping is a specialized trade. If a General Contractor hires a specialized sub-contractor to perform this mitigation, General Contractor Overhead and Profit (O&P) is applicable. This coordination involves ensuring safety protocols, scheduling, and financing the immediate mobilization. Always include O&P to reflect the management of this specialty trade.

For more insights on how these technical details affect the broader claim process, I recommend reading our guide on Navigating Insurance Claims.

Photo Documentation for Approval

In the world of insurance adjustments, if it isn’t documented, it didn’t happen. The visual evidence you provide is the bridge between your Xactimate estimate and the adjuster’s checkbook. Accurate coding requires equally accurate photographic proof.

Start with the macro perspective: drone shots or wide angles showing the full scope of the wrap. However, the approval of specific line items relies on micro-documentation. Take close-up photos of the material label showing “12-mil” thickness. Photograph the framing structure before it is covered by the plastic to prove the carpentry work was performed. Document the use of heat guns in action to prove the method of application was heat-welding, not just taping.

If sandbags were used, photograph the density of their placement. If hazardous debris was removed prior to installation, those pre-mitigation photos are essential to justify CLN codes. By pairing specific photos with their corresponding Xactimate line items in your report, you reduce the friction of the review process and preemptively answer the adjuster’s questions regarding scope and price.

Common FAQs regarding Billing

Q: Is shrink wrap always a bid item in Xactimate?
A: Not always. While there are standard codes like RFG SHRINK, large commercial projects, high-rise buildings, or jobs requiring extensive framing often require a custom bid item due to the complexity, height, and specific access challenges that standard price lists do not capture.

Q: Can I charge for removal of the shrink wrap later?
A: Yes. The installation codes usually cover the placement of the material. Removal is a separate labor activity, often billed under RFG DMO (Roofing Demolition) or general labor codes, especially if the wrap has been in place for months and requires careful detachment from the structure.

Q: Why was my shrink wrap line item rejected and changed to tarping?
A: This usually happens due to a lack of documentation. If the adjuster sees a photo that looks like blue plastic but lacks evidence of heat-sealing, framing, or material thickness, they may default to the lower-cost RFG TARP code. Clear photos of the heat-sealing process and the finished, drum-tight surface are your best defense against this.

Conclusion

Accurate billing for emergency shrink wrap is about more than just getting paid—it is about accurately representing the value of the work performed to protect the insured’s asset. By utilizing the correct Xactimate codes for shrink wrap, distinguishing between temporary tarps and heat-sealed systems, and providing robust photo documentation, contractors and adjusters can align on fair compensation.

Don’t let technical errors in billing compromise the quality of mitigation. Ensure your property is protected with professional-grade solutions and your paperwork reflects the true scope of work.

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