Introduction

Searching for the ultimate guide to cost control? You just landed on the right page. With project budgets shrinking and margins tightening, mastering cost control is more crucial than ever. That’s why I turned to Zena in my own work—and you can Try Zena Free for 14 Days Today to experience how effortless expense tracking becomes when every purchase maps itself to the right project automatically.

I know how overwhelming it feels when traditional business cards and manual spreadsheets fall short. Zena has been in the market since 2022, trusted by hundreds of project-based teams in architecture, consulting, marketing, and more. Awarded “Best Emerging FinTech Solution” last year, Zena’s AI-driven platform adapts credit limits to cash flow in real time and delivers built-in budget tracking. Sign up now and Try Zena Free for 14 Days Today—no credit card required.

What is Zena?

Zena is a next-generation business card and expense management platform designed specifically for project-based teams. It automatically assigns every transaction to the correct project, giving you full visibility into spending, budgets, and profitability without the manual work.

Rather than lumping all expenses together, Zena’s AI categorization engine recognizes vendors, subscription payments, and context clues to classify transactions by project in real time. You can set per-project spending buckets, track actual versus estimated costs, and forecast cash flow—all within one unified dashboard.

Zena Overview

Founded with the mission to revolutionize expense management for project-driven businesses, Zena was created by finance veterans and AI experts who saw how fruitless manual reconciliation can be. Since launching in early 2022, the company has processed over $50 million in transactions and partnered with industry leaders in engineering, creative agencies, and legal services.

With a lean team of under 50 employees, Zena has grown rapidly thanks to glowing word-of-mouth referrals. Their focus on intuitive UX, powerful AI categorization, and adaptive credit limits has earned praise from CFOs and project managers alike. Continuous feature releases—such as cash-flow forecasting and an AI agent for spend insights—keep Zena at the forefront of cost control innovation.

Pros and Cons

Pros:

• Automatic project assignment for every transaction.
• AI-powered budget tracking and forecasting.
• Adaptive credit limits that sync with cash flow.
• Unlimited virtual cards and physical cards included.
• Seamless QuickBooks Online integration (Pro plan).
• Inline profitability insights and real-time analytics.

Cons:

• Rewards plan requires annual billing to unlock statement credits.
• Team functionality capped at three users on the Pro plan without additional fees.
• Relatively young platform—some advanced integrations still in beta.

Features

Zena packs a robust suite of features focused on simplifying cost control for every project. Below is a deep dive into the core capabilities that set Zena apart.

Automatic Project Assignment

Zena’s AI engine reads transaction details—vendor name, purchase amount, merchant category—and maps each expense to the correct project without manual intervention.

• Predefined rules for recurring subscriptions and vendor payments.
• Learning algorithm that improves over time, reducing manual corrections.
• Ability to override assignments and teach the AI on the fly.

Real-Time Budget Tracking

Set up unique spending buckets for each project, allocate budgets, and watch as Zena tracks actual spend against your forecasts live.

• Visual dashboard with color-coded budget burn rates.
• Instant notifications when nearing budget thresholds.
• Drill down by team member, vendor, or expense category.

Cash-Flow Forecasting

Leverage AI-driven projections to anticipate cash shortages or surpluses, enabling proactive credit limit adjustments and spend controls.

• Scenario analysis: simulate budget changes and timeline shifts.
• Automated alerts for potential cash-flow gaps.
• Integration with bank accounts for live balance syncing.

Zena AI Agent

Your dedicated AI assistant analyzes spending patterns and identifies waste reduction opportunities, recommending shifts in vendor usage or budget reallocation.

• Weekly insights report delivered to your email or Slack.
• Customizable alerts for high-risk spending behaviors.
• Priority support for AI-driven queries and predictive analytics.

Physical and Virtual Cards

Create unlimited virtual cards for one-off or recurring expenses, plus order physical cards for in-person purchases.

• Instant card provisioning with unique card numbers.
• Set individual card limits and expiration dates.
• SMS-based receipt capture and memos.

Zena Pricing

Zena offers flexible plans to suit solopreneurs through enterprise teams. Every plan includes the core expense management features and AI tools.

Free

Price: $0/month (monthly billing)
Ideal for solopreneurs and side hustlers who need to track a handful of projects.

• Unlimited Virtual Cards
• Physical cards for in-person spend
• 1 user
• Full access to software features

Pro (Most Popular)

Price: $20/month (monthly billing)
Designed for small teams managing shared expenses.

• Everything in Free
• 3 users included
• QuickBooks Online integration
• Add users for $5/mo each

Rewards

Price: $25/month (annual billing)
Perfect for teams seeking extra statement credits on their spend.

• Everything in Pro
• $200 in annual statement credits via Zena Rewards

Zena Is Best For

Whether you’re a solo freelancer or a multi-member agency, Zena helps you maintain tight cost control across every project.

Freelancers & Solopreneurs

Track personal and client expenses separately without juggling multiple spreadsheets. Benefit from unlimited virtual cards that you can cancel instantly if compromised.

Small Teams

Stop chasing receipts and reconciling expenses manually. Issue personalized cards to team members, set project budgets, and watch the spending align with your financial plan.

Creative & Consulting Agencies

Get profitability insights by project—Zena highlights which campaigns or clients deliver the highest margin so you can double down on successful strategies.

Professional Services Firms

Monitor travel, software subscriptions, and vendor fees in one place. Stay audit-ready with downloadable statements and easy export to accounting software.

Benefits of Using Zena

Here are the key advantages Zena brings to your organization:

• Streamlined Expense Workflows: No more manual categorization or receipt chasing. AI does the heavy lifting so you can focus on delivering client value.
• Enhanced Budget Visibility: Watch budgets in real time, receive alerts, and avoid unpleasant surprises at month-end.
• Improved Profitability: By tying spend directly to project milestones, you gain insights that drive smarter pricing and resource allocation.
• Scalable Controls: Whether you have one card or one hundred, set individual and project-level limits that adapt as your business grows.
• Data-Driven Decisions: Leverage AI forecasts to plan for lean periods or expansion, ensuring cash flow stays healthy.
• Peace of Mind: With secure, PCI-compliant card issuance and fraud monitoring, you can rest easy knowing your finances are protected.

Customer Support

Zena’s support team is available via in-app chat, email, and phone. They guarantee a response within one business hour for all Pro and Rewards subscribers, and under four hours for Free plan users.

Whether you need help setting up project buckets, integrating QuickBooks, or just want best practices on spend policies, Zena’s knowledgeable staff walks you through every step.

External Reviews and Ratings

On average, Zena holds a 4.7-star rating across G2 and Capterra. Users praise its intuitive interface, the accuracy of AI-based categorization, and the time savings it delivers.

Some users have noted a learning curve when first configuring custom project rules, but most agree the initial setup pays dividends in reduced administrative burden. Ongoing beta releases quickly address edge-case feedback.

Educational Resources and Community

Zena offers a rich library of tutorials, webinars, and best-practice guides on its blog. Monthly live Q&A sessions bring together finance leaders to share tips on budgeting, forecasting, and vendor management.

The Zena Community Forum connects you with peers in similar industries to discuss cost-saving hacks, integration hacks, and policy templates that streamline expense governance.

Conclusion

Effective cost control is the backbone of profitable project delivery. From automatic project assignment to AI-driven insights, Zena empowers you to manage budgets, curb overspend, and forecast cash flow with confidence. Ready to transform how you track expenses? Try Zena Free for 14 Days Today and see your project finances in perfect harmony. Try Zena Free for 14 Days Today.