How to Record Pro Bono Work Properly in a Law Firm Time-Tracking Workflow | RunSensible

Pro bono work still needs to be recorded carefully, even when the client is not being charged. For firms searching for how to record pro bono work, the goal is usually to track the time accurately, keep it connected to the right matter, and make sure it is marked as non-billable so it does not flow into client billing by mistake.

RunSensible supports this workflow through its timesheet tools. In the RunSensible Help Center, the timesheets workflow specifically explains that the Non-Billable toggle can be used to add time to a matter without charging the client, including for internal tracking or pro bono work.

The Problem With Tracking Pro Bono Work Informally

Many firms treat pro bono work differently from billable work, which makes sense from a client billing perspective. The problem starts when pro bono time is tracked outside the normal matter workflow.

If attorneys or staff record pro bono hours in spreadsheets, notes, emails, or memory, the firm may lose visibility into how much work was performed, who handled it, and which matter it belonged to. That creates operational friction later when the firm wants to review workloads, understand staff contributions, or maintain a cleaner matter history.

The issue is not whether the work should be billed. The issue is whether the work was captured clearly.

A proper pro bono time-tracking process should answer four basic questions:

• Who performed the work?
• When was the work performed?
• How much time was spent?
• Which matter was the work connected to?
• Was the time clearly marked as non-billable?

That last point matters. Pro bono time should be visible internally, but it should not be treated the same way as time that will be charged to a client.

A Realistic Use Case Scenario

A small litigation firm handles several pro bono matters each year. Attorneys are committed to the work, but the firm has no consistent way to record those hours. Some team members enter time into their personal notes. Others do not record it unless someone asks later. A few entries end up mixed with standard billable time.

This makes reporting and review difficult. The managing partner wants a cleaner way to understand the firm’s pro bono contribution without creating invoices for clients who should not be charged.

The firm needs a simple process: create or use the right matter, record the time as a timesheet, assign the correct handler, describe the work performed, and mark the entry as non-billable.

How RunSensible Supports Pro Bono Time Tracking

RunSensible’s timesheets are designed to track time spent on tasks and matters. The platform allows users to create timesheet entries with details such as duration, rate, handler, date, description, and billing treatment.

For pro bono work, the most important documented step is the Non-Billable toggle. When creating a timesheet, users can activate this toggle to add the timesheet to the matter without charging the client for the recorded time. The Help Center specifically notes that this can be useful for internal tracking or pro bono work.

That gives firms a practical way to keep pro bono work visible without turning it into client billing. The time remains connected to the matter, but the entry is treated as non-billable.

RunSensible also supports matter-based organization, so teams can keep relevant case information, documents, communication, deadlines, and tasks in one matter record where supported by the matter workflow. That context matters because pro bono time should not be floating separately from the legal work it supports.

Step-by-Step: How to Record Pro Bono Work Properly

1. Start with the correct matter

Before recording the time, make sure the pro bono work is connected to the right matter. RunSensible’s Matters feature gives firms a centralized place to organize legal case information, track important details, and keep related work connected.

This helps ensure the pro bono time is not just recorded somewhere, but recorded in the correct operational context.

2. Open the timesheet workflow

Use RunSensible’s Timesheets section to create a new time entry. The Help Center explains that timesheets are used to track time spent on tasks and matters, supporting accurate billing and time management.

Even though pro bono work is not billed to the client, it still benefits from the same structured time-entry discipline.

3. Enter the duration accurately

Add the amount of time spent on the pro bono activity. RunSensible’s timesheet workflow includes a duration panel, and the Help Center notes that users can also use a time-tracking button to capture actual time spent on a task.

For pro bono work, accurate duration is important because the firm may want to understand total contribution, attorney workload, or matter effort later.

4. Confirm the handler

The timesheet workflow includes a handler dropdown showing the user creating the timesheet, with the option to select a different user if needed.

This is useful when administrative staff is entering time on behalf of an attorney or when a team member needs to make sure the work is attributed to the correct person.

5. Set the correct date

RunSensible automatically shows the date when the timesheet is created, but the date can be modified as needed.

For proper pro bono tracking, the date should reflect when the work was performed, not just when someone remembered to enter it. This keeps the matter history cleaner and makes internal review more reliable.

6. Turn on the Non-Billable toggle

This is the key step. Activate the Non-Billable toggle so the time is added to the matter without charging the client.

The RunSensible Help Center specifically states that this option can be used for internal tracking or pro bono work. This gives the firm a documented way to record the time while keeping it separate from billable client charges.

7. Add a clear description

Use the description field to explain the work performed. Keep it practical and consistent, such as:

• “Client meeting preparation”
• “Drafted declaration”
• “Reviewed supporting documents”
• “Court appearance preparation”
• “Follow-up call with client”

The description does not need to be long, but it should be clear enough for internal review.

8. Save the timesheet

Once the duration, handler, date, non-billable setting, and description are complete, save the timesheet.

At that point, the pro bono time is recorded in the matter workflow without being treated as client-billable work.

9. Review timesheets from the matter when needed

RunSensible’s matter workflow includes time tracking tied to matters. The Help Center notes that users can view billable hours for a specific matter from the Timesheet/Flat Rate tab, helping teams monitor time activity connected to the matter.

For pro bono matters, this creates a cleaner internal record of work performed, even when no invoice should be generated.

Outcome

A proper pro bono recording workflow helps firms keep non-billable legal work visible, organized, and connected to the right matter. Instead of relying on informal notes or after-the-fact estimates, the team can record time as it happens and mark it clearly as non-billable.

That supports better internal visibility without creating billing confusion. Attorneys can document their work. Staff can maintain cleaner matter records. Firm leaders can better understand pro bono contributions and workload.

Most importantly, the workflow separates two ideas that are often confused: pro bono work should not be charged to the client, but it should still be tracked properly.

If your firm wants a more organized way to record pro bono work, RunSensible supports this through matter-based timesheets and non-billable time entries. You can keep pro bono hours connected to the matter, document the work performed, and avoid mixing internal contribution tracking with client billing.

FAQs

How do I record pro bono work in RunSensible?

Create a timesheet for the correct matter, enter the duration, handler, date, and description, then turn on the Non-Billable toggle before saving the entry.

Should pro bono work be tracked as billable or non-billable?

Pro bono work should generally be recorded as non-billable when the client should not be charged. In RunSensible, the Non-Billable toggle lets you add the time to the matter without charging the client.

Can I still track pro bono hours if I am not invoicing the client?

Yes. RunSensible’s timesheet workflow supports internal tracking of time spent on matters. The Help Center specifically notes that non-billable timesheets can be useful for internal tracking or pro bono work.

Why should a law firm track pro bono time?

Tracking pro bono time helps firms maintain clearer matter records, understand workload, and review the amount of legal work contributed without creating client charges.

Can pro bono time be connected to a matter?

Yes. RunSensible supports matter-based time tracking, so pro bono time can be recorded against the relevant matter while marked as non-billable.

Final Thought

Pro bono work should not disappear from the firm’s records just because it is not billed to the client. A clear process helps the team document the work, preserve matter context, and avoid billing confusion. RunSensible supports this by allowing firms to record timesheets against matters and mark them as non-billable, giving legal teams a practical way to track pro bono contributions without treating them as client charges.

Help Center Links

1. Timesheets and non-billable pro bono time – https://help.runsensible.com/accounting/timesheets/
2. Matters overview and matter-based organization – https://help.runsensible.com/matters/
3. Creating a bill for a matter and timesheet billing context – https://help.runsensible.com/matters/creating-a-bill-for-a-matter/