Searching for the ultimate guide to cost control? You just landed on the right page. When every dollar matters on your project, you need a solution that tracks spending, enforces budgets, and delivers real-time insights without tedious manual work. That’s why Zena has become the go-to business card and expense management platform for project-based teams.

Managing multiple budgets, tracking vendor payments, and matching expenses to project milestones can turn into a full-time admin headache. I’ve been there—wrestling with spreadsheets, chasing receipts, and still losing track of critical costs. After testing dozens of solutions, I discovered a radically simpler approach. In this guide, I’ll show you how to master cost control in 2024 and beyond, why Zena’s AI-powered expense tools stand out, and how you can Try Zena Free for 14 Days Today without risk.

What is Zena?

Zena is an all-in-one business card and project expense management platform designed to give you total cost control. It automatically assigns every purchase to the right project, enforces custom spending limits, and uses AI to categorize transactions in real time. Unlike traditional cards that lump expenses together, Zena makes it effortless to see where every dollar goes—so you stay on budget without busywork.

Zena Overview

Founded in 2021 with a mission to simplify financial operations for project-centric businesses, Zena has grown rapidly. Backed by fintech veterans and powered by advanced AI, the platform has processed over $200 million in transactions to date. Leading architecture firms, creative agencies, and consultancies have adopted Zena to streamline their workflows and eliminate manual expense tracking.

With a slim, metal-finish card that works everywhere Mastercard is accepted, Zena embeds intelligent spending controls at the point of sale. Every swipe, tap, or online payment is instantly tagged to the correct project, giving teams clarity into budgets, cash flow, and profitability. No more end-of-month surprises or costly overspends—just precise, automated cost control that scales as your business grows.

Pros and Cons

Pro: Automatic project assignment for every transaction eliminates manual categorization and reduces human error.

Pro: Built-in AI tools provide real-time spend insights, cash-flow forecasting, and budget alerts to keep you on track.

Pro: Unlimited virtual and physical cards make it easy to issue cards to team members while maintaining per-card spending limits.

Pro: Integrations with QuickBooks Online and other accounting tools streamline reconciliation and reporting.

Pro: SMS receipt uploads, memos, and mobile app controls put expense management at your fingertips.

Pro: Transparent, usage-based pricing plans start with a free tier—ideal for solopreneurs and side hustlers.

Con: Newer on the market compared to legacy expense platforms, though adoption has grown quickly.

Con: Currently optimized for project-based businesses; may offer more features than needed for purely recurring monthly costs.

Features

Zena combines smart cards, AI-driven categorization, and deep project insights to deliver seamless expense management. Below are the key features powering next-level cost control.

Zena Project Card

Every card you issue can be tied to specific projects or spending buckets. The moment a transaction occurs, Zena routes it automatically to the right category.

• Create unlimited virtual cards for recurring expenses.
• Issue physical metal-finish cards for team members on the go.
• Set per-card and per-project spending limits to prevent overspend.

Project Expense Management

Gain full visibility into budgets, actual spend, and forecasted costs across all initiatives.

• Track spend against custom budgets in real time.
• Receive alerts when you approach or exceed thresholds.
• Forecast cash flow and upcoming expenses based on historical data.

Project Tracking

Link every expense to project milestones and activities to understand profitability at a granular level.

• Compare estimated vs. actual costs for each phase.
• Monitor team spending across multiple projects simultaneously.
• Export detailed project expense reports for clients or stakeholders.

Zena AI Agent

The embedded AI agent surfaces spend insights, suggests cost-saving opportunities, and automates routine admin tasks.

• Auto-categorize transactions with over 95% accuracy.
• Identify redundant subscriptions or vendor overlaps.
• Receive weekly summaries and actionable recommendations.

Zena Pricing

Zena offers transparent, tiered plans so you only pay for what you need. Each plan includes core expense management features, with additional users and rewards unlocked at higher tiers.

Free

Price: $0/month
Ideal for solopreneurs and side hustlers
Highlights:

• Unlimited virtual cards
• Physical cards for in-person spending
• 1 user included
• Full access to AI-powered expense features

Pro (Most Popular)

Price: $20/user per month
Ideal for small teams managing shared spend
Highlights:

• Includes everything in Free
• Up to 3 users included
• QuickBooks Online integration
• Add users for $5/mo each

Rewards

Price: $25/user per month (billed annually)
Ideal for teams seeking extra rewards on spend
Highlights:

• Includes everything in Pro
• $200 annual statement credits through Zena Rewards

Zena Is Best For

Zena shines for any business where projects drive revenue and budgets need strict oversight.

Solopreneurs & Freelancers

Track all project expenses seamlessly, avoid manual spreadsheets, and maintain professional spend logs for client billing.

Small Teams & Agencies

Issue cards to team members with custom limits, control shared budgets, and integrate with accounting for smooth reconciliation.

Consultancies & Architects

Monitor estimated vs. actual costs for each milestone, provide clients with transparent expense reports, and protect profitability.

Construction & Engineering Firms

Manage on-site purchases, track equipment rentals, and forecast cash flow across multiple job sites with precision.

Benefits of Using Zena

• Automated Budget Enforcement: Stop overspend in its tracks by setting real-time limits per project or card.
• Eliminate Manual Admin: Reduce hours spent categorizing expenses and chasing receipts; focus on high-value work.
• Enhanced Profitability Insights: See cost variances by project phase and adjust strategy before budgets blow.
• Seamless Integrations: Sync with QuickBooks Online and other tools for smooth accounting and reporting.
• Scalable Controls: Add unlimited cards and spending buckets as your team and project list grow.
• AI-Driven Recommendations: Identify waste, redundant subscriptions, and saving opportunities you might miss.

Customer Support

Zena’s support team is available via chat, email, and phone. Responses typically arrive within minutes for urgent account issues and within a couple of hours for detailed inquiries.

From onboarding to advanced feature use, the Zena support staff and dedicated resources ensure you maximize savings and maintain tight cost control at every stage.

External Reviews and Ratings

Users praise Zena’s intuitive interface and powerful AI categorization. One finance manager remarked, “Zena cut our expense reconciliation time by 80%.” Another project lead highlighted the built-in forecasting: “We can now anticipate cash-flow gaps before they become critical.”

Some feedback suggests minor initial setup effort to define spending buckets, but Zena’s AI quickly learns and adapts to reduce manual overrides. The team continuously refines the UX based on this input, leading to monthly platform enhancements.

Educational Resources and Community

Zena maintains an active blog with best practices for cost control, webinars on project finance management, and step-by-step video tutorials. A growing community forum lets users share templates, budget frameworks, and integration tips. You’ll find sample project budgets, receipt workflows, and advanced forecasting guides—all designed to help you succeed with minimal trial and error.

Conclusion

Effective cost control in project-based businesses demands automation, real-time insights, and flexible spending rules. Zena delivers all three in a single AI-powered card and expense platform. By automating expense categorization, enforcing budgets at the point of purchase, and surfacing actionable recommendations, Zena eliminates wasted time and keeps your projects profitable. Ready to transform your expense management? Try Zena Free for 14 Days Today and experience the future of cost control.

Empower your team with seamless project tracking, automated budgets, and AI-driven insights—Try Zena Free for 14 Days Today and take charge of your costs now.