Controlling costs in project-based businesses can feel like chasing shadows—expenses spread across cards, spreadsheets, emails, and receipts. If you’re seeking a streamlined approach to cost control, you’re in the right place. With automated expense assignment, real-time budget tracking, and AI-driven insights, Zena transforms the way you manage project spending from chaos to clarity.

Imagine a world where every purchase is instantly tied to the correct project, budgets adjust automatically, and you get proactive alerts before you overspend. That’s exactly what Zena delivers: over 50,000 project managers trust it to cut waste, forecast cash flow, and master cost control without extra admin. Ready to see for yourself?

What is Zena?

Zena is an all-in-one business card and expense management platform built specifically for project-based businesses. It automatically assigns every transaction to the right project, tracks budget vs. actual spend, and delivers AI-powered insights so you can focus on delivering results instead of crunching numbers.

Zena Overview

Founded by a team of finance and software veterans in 2021, Zena set out to solve a persistent problem: traditional cards and software don’t speak the language of projects. After thousands of interviews with agencies, consultancies, and construction firms, the Zena team launched a project-centric card that adapts to your cash flow and eliminates manual categorization.

Since launch, Zena has processed over $1 billion in project spend, earned recognition in leading FinTech awards, and integrated with major accounting platforms like QuickBooks Online. Its mission is simple: give teams the tools to track every dollar by project, forecast cash flow, and optimize profitability—all in real time.

Pros and Cons

Pros:

• Automated project assignment: Every purchase is auto-linked to the correct project.
• Real-time budget tracking: Get instant alerts when spend approaches limits.
• AI-powered insights: Zena AI identifies waste, predicts cash flow, and suggests savings.
• Unlimited virtual & physical cards: Issue cards per team member or project bucket.
• Seamless integration: Sync with QuickBooks Online and export data for any accounting system.
• Custom spend limits: Set card-level and project-level controls to prevent overspend.

Cons:

• New users may need onboarding time to configure projects and budgets.
• Advanced reporting features are limited to Pro and Rewards plans.

Features

Zena’s feature set is built around delivering end-to-end project expense management:

Zena Project Card

Issue unlimited virtual and physical cards that auto-assign transactions to project buckets. Each card can have custom limits and approval workflows.

• Create spending buckets for clients, campaigns, and initiatives.
• Fund cards directly from your operating account.
• Instant lock/unlock via mobile or web dashboard.

Project Expense Management

Track budgets in real time, cut waste, and control spending across projects:

• Set project budgets and receive alerts when you hit predefined thresholds.
• Auto-categorize transactions with Zena AI for accurate reporting.
• Import transactions from any legacy card or bank feed.

Project Tracking

Link every expense to project milestones and instantly gauge profitability:

• Compare estimated vs. actual costs on the go.
• See spend-per-hour or spend-per-deliverable metrics.
• Monitor team member and vendor costs in one view.

Zena AI Agent

An intelligent assistant that surfaces savings opportunities, forecasts cash flow, and suggests budget adjustments:

• Receive weekly summaries on budget health.
• Get proactive recommendations to reallocate funds.
• Identify duplicate vendors, unused subscriptions, and policy violations.

Zena Pricing

Whether you’re a solo entrepreneur or a growing team, Zena offers flexible plans to fit your needs:

Free

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

• Unlimited virtual cards
• Physical card for in-person spend
• 1 user, full access to core features

Pro (Most Popular)

Price: $20/month per account
Ideal for small teams managing shared spend.

• Everything in Free
• 3 users included, add more at $5/mo each
• QuickBooks Online integration

Rewards

Price: $25/month (billed annually)
Ideal for teams who want extra rewards.

• Everything in Pro
• $200 in annual statement credits
• Access to special partner offers

Zena Is Best For

Zena shines in environments where budgets shift, multiple stakeholders spend, and profitability matters:

Agencies & Consultancies

Track client campaigns, control media budgets, and invoice accurately based on real spend.

Construction & Engineering

Assign equipment rentals, subcontractor costs, and material purchases to each job site effortlessly.

Professional Services

Manage shared team budgets, set approval flows, and get visibility into project margins.

Benefits of Using Zena

• Eliminate manual categorization: Save hours each week by automating expense assignments.
• Improve profitability: Instantly see which projects are overspending and adjust in real time.
• Prevent budget overruns: Custom alerts and spend limits stop surprise bills before they happen.
• Streamline accounting: One-click exports, QuickBooks sync, and monthly statements simplify close.
• Gain financial foresight: AI-driven cash flow forecasts help you plan for lean months.
• Scale without chaos: Issue cards per project or team and manage permissions in seconds.

Ready to supercharge your cost control? Try Zena Free for 14 Days Today and experience automated project expense tracking firsthand.

Customer Support

Zena’s support team is available via live chat and email, with average response times under 30 minutes. Whether you’re troubleshooting a card limit or need help configuring project buckets, expert agents guide you through each step.

Access a comprehensive knowledge base with tutorials, video walkthroughs, and FAQs. For enterprise customers, dedicated onboarding specialists ensure a smooth implementation and personalized training sessions.

External Reviews and Ratings

Users praise Zena for its intuitive interface, AI-driven categorization, and time-saving automation. Many highlight how quickly teams adapt and the immediate visibility into budgets, calling it “a game-changer for agencies” and “the easiest way to keep projects profitable.”

Some reviews note a learning curve when setting up multi-layered approval workflows. The Zena team continuously refines the UX and has introduced new templates and guided setups to address these concerns.

Educational Resources and Community

Zena maintains an active blog covering best practices in project finance, interviews with top agency CFOs, and deep dives into cost optimization strategies. Monthly webinars and live Q&A sessions help users get the most out of each feature.

Join the Zena community forum to share tips, request features, and network with fellow project managers. Regular meetups and user-driven hackathons foster collaboration and spotlight innovative workflows.

Conclusion

Mastering cost control doesn’t have to be manual, fragmented, or stressful. With Zena’s project-centric card, real-time budgets, and AI-powered insights, you gain total visibility and the power to act before overspending occurs. Take the first step toward streamlined, automated expense management by trying Zena Free for 14 Days Today. Your next project budget will thank you.