What is an insurance supplement?
Short answer: A request to add scope, quantities or line items to an estimate the carrier has already seen.
Very few losses are fully visible on day one. Once drywall is cut, flooring is pulled and equipment is running, the job usually turns out to be bigger or different than the first walkthrough suggested. A supplement updates the estimate so it reflects the work the job actually required. In Xactimate, that usually means a revised version of the same estimate, with the added items clearly identifiable against the original.
A supplement is not a new claim and not a dispute. It's additional documentation on the same file.
When should a contractor supplement an estimate?
Short answer: Whenever the documented work goes beyond what the current estimate covers.
Common reasons:
- Hidden damage found after demolition, such as wet framing, subfloor or insulation that wasn't visible before
- Extended drying, when moisture readings show the structure needed more days or more equipment than first planned
- Missed line items like prep, protection, cleaning, detach-and-reset, containment, PPE or debris removal
- Quantity corrections, when the sketch or measurements don't match what was written
- Changed conditions, such as additional rooms affected or a secondary loss
Check your carrier or program guidelines for timing. Many expect to hear about additional damage as soon as it's discovered, and some want notice before certain work proceeds. The earlier the carrier sees the documentation, the easier the review tends to be.
How does the supplement process work, step by step?
Short answer: Document, write, review, submit, then respond to questions until the carrier decides.
Document the added work.
Photos before and after demo, moisture readings and logs, equipment placement and runtime, measurements, and notes explaining what changed and why.
Write the revised estimate.
Add the missing scope in Xactimate with clear line-item notes (F9 notes) that tie each addition to the documentation.
Review it.
Check every added item against what you can support. Remove anything you don't think will hold up.
Submit it.
The contractor sends the revised estimate, usually as an ESX file and a PDF report, with the supporting documentation to the adjuster or carrier, following that carrier's process.
Answer questions.
The adjuster may ask for more photos, readings or explanations, or schedule a reinspection.
The carrier decides.
The carrier approves, revises or denies the added items. Approval and payment decisions are always the carrier's.
See the ESX vs. PDF guide for what each file is for.
What documentation makes a supplement stronger?
Short answer: Documentation that shows the added work was necessary, not just that it was done.
- Photos that show the condition before and after the item in question
- Moisture readings that show why drying took longer or why materials were removed
- Equipment logs that match the equipment lines on the estimate
- Measurements or an updated sketch for any quantity changes
- Line-item notes that explain the "why" in plain language
The water mitigation documentation checklist covers what to capture on water jobs from day one.
What mistakes slow supplements down?
Short answer: Missing documentation, unclear changes, and late submissions.
- Adding items with no photo or reading to back them up
- Sending a revised total without making clear what changed
- Waiting until the job is finished to raise additional damage the carrier could have seen earlier
- Padding the supplement with items that can't be supported, which can make the whole revision harder to review
Who writes and submits the supplement?
Short answer: You can write it yourself or have it written for you, but you always submit it.
Some contractors write supplements in-house. Others send the original estimate and job documentation to an outsourced estimator. At Redefined Restoration, we review your estimate line by line against your documentation, add only what it supports, and send the revised estimate back for your review. You approve it and submit it under your company's name. We are not public adjusters, we don't represent policyholders, and we don't negotiate or settle claims.
If you'd like help after submission, our optional claim support service covers invoice status follow-up and supporting documentation, while you make every decision on your invoice.
What does a supplement cost?
Short answer: At Redefined Restoration, $150 or 1% of only the new money we add, whichever is higher.
Your original estimate amount is never charged. A supplement that adds $4,000 costs $150, because 1% is only $40 and the $150 minimum applies. A supplement that adds $20,000 to a $20,000 estimate costs $200, and the original $20,000 isn't charged. If you remove items before approving, the fee goes down with them. Supplements are billed on the 14th and 28th of each month.
To send one, see our Xactimate supplements page.