Searching for the ultimate guide to mastering project expenses? You’ve come to the right place. From convoluted spreadsheets to disjointed software, keeping every cost tied to the right initiative can feel like chasing shadows. Enter Zena, the business card built to track spend by project automatically and eliminate the busywork that drags you down.

You’re juggling budgets, deadlines, and client demands—every dollar counts. Zena has empowered hundreds of project-based teams to reclaim control over spending with built-in AI, adaptive credit limits, and real-time reporting. Ready to cut waste and boost profitability? Dive in, and discover how you can transform project expense management in minutes.

What is Zena?

Zena is a next-generation business card designed specifically for businesses that run work by project. Rather than lumping every purchase into one pot, Zena assigns each transaction to the correct project automatically. That means no more manual categorization, no more guessing which cost belongs where, and no more budget surprises at month’s end.

Zena Overview

Zena launched with a simple mission: to free project-based teams from time-draining admin so they can focus on delivering top-tier work. Founded by industry veterans in 2022, Zena harnesses AI and real-time data to give teams visibility into spend, profitability, and cash flow.

In just two years, Zena has processed millions in expenditures, onboarded agencies, consultancies, and construction firms alike, and earned recognition for its intuitive interface and cutting-edge AI tools. Today, growing businesses rely on Zena to keep budgets on track and clients happy.

Pros and Cons

Pros:

Automated Project Tagging: Say goodbye to manual expense categorization—Zena AI assigns every purchase to the right project instantly.

Real-Time Budget Monitoring: Track spend against budgets as costs occur, preventing overruns before they happen.

Adaptive Credit Limits: Cards adjust to your cash flow, ensuring you never hit a sudden limit mid-project.

Built-In AI Agent: Get insights and cost-saving recommendations without hiring consultants.

Seamless Integrations: Sync with QuickBooks Online, import external card transactions, and export reports in a click.

Unlimited Virtual Cards: Issue as many cards as you need for team members or vendors, all controlled by project.

Cons:

Physical cards incur a small shipping delay, which may not suit urgent on-site needs.

Some advanced forecasting features are still under development and roll out gradually.

Features

Zena is packed with tools built for project-centric spend management. Here’s a closer look:

Project Expense Management

Every purchase you make with Zena is automatically linked to the right project, based on merchant, date, and custom rules you set.

• Create unlimited spending buckets per project.
• Auto-assign transactions via AI categorization.
• Reassign or split costs manually in seconds.

Real-Time Budget Tracking

Stay ahead of overspend with live budget dashboards that update as transactions post.

• Set spend thresholds and receive instant alerts.
• Forecast cash flow needs based on current spend patterns.
• Generate mid-month budget reviews in a click.

Zena AI Agent

Think of this as your virtual financial consultant, available 24/7.

• Get actionable tips to reduce waste and optimize vendor rates.
• Receive summaries of high-risk expense categories.
• Access performance insights by project, team member, or vendor.

Seamless Integrations

Zena plugs right into your existing workflows.

• QuickBooks Online sync for automated bookkeeping.
• CSV export to any accounting or BI tool.
• SMS receipts, memos, and photo uploads straight to transactions.

Zena Pricing

Choose the plan that fits your team’s needs—whether you’re a solopreneur or a growing agency:

Free ( \$0/month )

Ideal for solopreneurs and side hustlers looking to get started.

• Unlimited virtual cards
• Physical cards for in-person spend
• 1 user, full software access

Pro ( \$20/month )

Best for small teams that need shared spend controls.

• Everything in Free, plus 3 users
• QuickBooks Online integration
• Add extra users at \$5/mo each

Rewards ( \$25/month if billed annually )

For teams that want to earn statement credits on every purchase.

• All Pro features
• \$200 in annual statement credits

Zena Is Best For

Whether you manage marketing campaigns, construction builds, or consulting retainers, Zena adapts to your workflow:

Agencies & Consultancies

Track client budgets, generate profitability reports, and avoid scope-creep with real-time spend insights.

Construction & Engineering

Link materials and labor costs to specific jobs, forecast over-under spend on supplies, and streamline invoice reconciliation.

Freelancers & Solo Operators

Issue virtual cards for each project, see which gigs deliver the best margins, and keep personal and business costs separate.

Benefits of Using Zena

By centralizing spend and automating tedious tasks, Zena delivers:

• Time Savings: Cut manual expense admin by up to 80 %.
• Cost Control: Eliminate waste with AI-powered recommendations.
• Budget Confidence: Never guess actual vs. estimated costs again.
• Team Accountability: Set card-level limits and track individual spend.
• Profit Insights: Instantly see which projects and clients pay off.

Customer Support

Zena’s support team is available via live chat, email, and phone. Response times average under one hour during business hours, and detailed documentation covers every feature. For urgent billing or security issues, priority support ensures you get back to work fast.

Beyond reactive help, Zena hosts weekly webinars and publishes monthly best-practice guides to keep your team ahead of industry trends and software updates. No more scrambling for answers—expert advice is just a click away.

External Reviews and Ratings

Users praise Zena for its intuitive UI and time-saving automation. Marketing agencies report trimming expense admin by 70 %, while engineering firms highlight improved cost forecasting accuracy. On review sites, Zena consistently scores above 4.5/5 for usability and customer support.

Some teams note a learning curve when setting up complex allocation rules. Zena addresses this with dedicated onboarding sessions and a growing library of tutorial videos, ensuring smooth transitions from legacy systems.

Educational Resources and Community

Zena’s Knowledge Hub offers in-depth articles, video walkthroughs, and template libraries for budgets, reporting, and project forecasts. Join the Zena Community Forum to swap tips with other project managers, vote on feature requests, and access live Q&A sessions with product experts.

Conclusion

Managing project expenses doesn’t have to be a manual slog. With intelligent automation, real-time oversight, and tailored AI insights, Zena turns chaotic spending into clear, actionable data. You’ll finish projects on budget, boost profitability, and free up precious hours for high-value work. Try Zena Free for 14 Days Today and experience expense tracking reimagined.