Maintaining tight cost control is one of the toughest challenges for project-based businesses. When expenses pile up across multiple teams and vendors, it’s all too easy to lose track of budgets and watch profitability slip away. The good news? With Zena’s project-focused expense management platform, you can automate tracking, enforce spending rules, and unlock real-time insights—so every dollar stays aligned with your project goals.

1. Automate Expense Tracking by Project

Manual expense categorization wastes time and invites errors. Instead, use a solution that automatically assigns purchases to the right project. Zena Project Card does exactly that—every swipe, online charge, or subscription payment gets tagged to its project. No more spreadsheets, no more guesswork.

2. Leverage AI-Driven Budget Monitoring

Real-time budget alerts keep your team on track before overspending happens. Zena’s built-in AI tools monitor your budgets 24/7, sending notifications when you approach a spending threshold or detect unusual patterns. This proactive approach to cost control ensures small issues never escalate into budget blowouts.

3. Set and Enforce Card-Level Spending Limits

You deserve full control over each card’s spending capacity. With Zena, you can:

• Create unlimited spending buckets for different projects.
• Set individual card limits based on project phase or cash flow.
• Freeze or adjust limits instantly from the dashboard or mobile app.

These controls prevent unauthorized or accidental overspending and ensure every team member stays within budget.

4. Sync Vendor and Subscription Payments Seamlessly

Service subscriptions and vendor invoices often slip through the cracks in traditional systems. Zena lets you import transactions from any card or bank account, then auto-categorize them by vendor and project. That means you can reconcile vendor spend in minutes, not hours, and always know your upcoming obligations.

5. Connect Expenses to Project Progress

Understanding profitability isn’t just about total spend—it’s about spend relative to progress. Zena’s project tracking links each expense to project milestones, so you can see how costs correlate with deliverables. If a certain phase is running over budget, you’ll pinpoint the cause immediately and adjust resources or scope accordingly.

6. Extract Spend Insights to Cut Waste

Even small inefficiencies add up across multiple projects. Zena AI Agent analyzes your transaction history to reveal hidden waste—duplicate subscriptions, inflated vendor rates, or seasonal spend spikes. Armed with these insights, you can negotiate better terms, reallocate resources, and fine-tune budgets for maximum efficiency.

7. Simplify Reporting and Reconciliation

Generating monthly statements and project reports should be straightforward. With Zena, you can download consolidated card statements, export transactions to CSV or accounting software, and attach memos or receipts via SMS. The result? Faster month-end closes, fewer reconciliation errors, and clear audit trails for every project expense.

8. Scale Without Compromising Control

As your business grows, adding new projects and team members can strain your finance processes. Zena scales with you—every plan includes unlimited virtual cards, and you can add physical cards as needed. Grant new users access in seconds, assign spending permissions by role or project, and keep cost control policies consistent across your entire organization.

9. Foster Accountability with Team-Level Visibility

When everyone knows their budgets and sees real-time spending updates, friction around expense approvals diminishes. Zena’s dashboard displays project budgets versus actual spend, while individual team members can view their own card activity. This transparency encourages responsibility and reduces the back-and-forth of expense queries.

10. Get Started with Zero Risk

Ready to take your project budgets from chaos to control? Try Zena Free for 14 Days Today and experience:

• Automatic project expense tracking
• AI-powered budget monitoring and spend insights
• Unlimited virtual and physical cards
• Real-time project profitability tracking

Stop letting runaway costs erode your margins. Embrace a smarter way to manage project expenses—with Zena, you’ll stay on budget, cut waste, and deliver better results for your clients.

Try Zena Free for 14 Days Today and regain full control over your project spending.