What Does Pro Bono Work Actually Cost You?

I just finished the largest pro bono project I've taken on: full video coverage of a New Baltimore Town Hall on two questions headed to the ballot.

I'd do it again for the right cause. I also can't afford to do it again at that scale, and the reason why is worth walking through, because most people who decide to work for free never actually price the decision.

Free Isn't Free. Someone Pays.

When you work for free, the client doesn't pay. You do — in hours, in equipment, and in attention you'd otherwise spend on paying work.

That's fine when you've chosen it on purpose. The problem is when the cost lands without anyone noticing, including you.

Pro bono work moves the cost of a project from the client to the provider. The cost doesn't disappear; it's paid in the provider's time, equipment, and forgone billable work.

The Real Numbers From One Project

Here's what the Town Hall took:

• Equipment: about $2,500 in new gear to run a proper multicam setup
• On site: a full evening filming the meeting
• Editing: roughly 20 hours — 10 on the highlight clips, 10 on the full video
• Labor: about $1,560 at my minimum rate of $65 an hour

All in, roughly $4,000 invested, against an original quote of $1,950.

To be fair to the math, the gear isn't a pure loss. It stays in the kit and works on paid projects from here on. → New Gear for a Free Job: Expense, Investment, or Both?

But the hours are gone, and for a solo business, hours are the inventory.

Four Costs Worth Counting

Your hours. Multiply your time by your real rate. Use your actual minimum, not a discounted number that makes the gift feel smaller.

Hard costs. Gear, software, travel, printing, subcontractors — anything that leaves your account.

Opportunity cost. What didn't get done. My paying clients still came first on this project, which meant the Town Hall work happened in time I carved out on top of everything else.

Precedent. The hardest to price. Free work sets an expectation, and resetting it takes a deliberate conversation. → How to Say “Not Again” to Pro Bono Work

To price pro bono work, count four things: hours at your real rate, out-of-pocket costs, the paid work it displaces, and the expectation it sets for future requests.

So Should You Do It?

Sometimes, yes. I believe in this community, and residents needed clear information before they vote. That was worth something to me that doesn't show up in QuickBooks.

Before saying yes, I'd ask:

• Do I believe in the mission enough to pay for it myself?
• Have I priced it, in hours and dollars, before agreeing?
• Can my paying clients absorb the time without slipping?
• Have I said clearly that this is a one-time gift?

If you can answer all four honestly, go ahead. If you can't put a number on it, you're not giving a gift. You're just losing money slowly.

Questions People Ask

What is pro bono work?
Professional work done without charge, usually for a cause, nonprofit, or public body the provider believes in.

How do I calculate what a pro bono project costs me?
Multiply your hours by your real minimum rate, add out-of-pocket costs, and consider what paid work it pushed aside. That total is what you're actually donating.

Is pro bono work tax deductible?
Generally, the value of your donated time isn't deductible as a charitable contribution in the U.S. Out-of-pocket business expenses may be treated differently. Ask your accountant about your situation.

Should freelancers ever work for free?
Yes, when it's deliberate, priced in advance, and limited. The trouble starts when free work happens by default rather than by decision.

How do I stop one free project from becoming many?
Say up front that it's a one-time contribution, and quote any future work before it begins.

This is general information, not tax or legal advice.

Want a clear quote before any project starts? Schedule a free consultation at jpetrous.com | contact@jpetrous.com | 586-563-6634.