How Softcat used Perk to lower costs, improve the employee experience, and free up valuable time

Who is Softcat?

Softcat is an award-winning IT reseller that’s been delivering bespoke technology solutions to its customers for over 30 years. Based in the UK, Softcat works with public and private sector organizations both domestically and internationally, with branch offices in Ireland, Singapore, Hong Kong, the US, the Netherlands, and Australia.

With several thousand employees and a presence around the world, business travel makes up an important part of Softcat’s operations. Softcat values travel as a strategic enabler for building relationships, providing great service, and driving commercial success, but it remains mindful of cost and sustainability, in line with its goal to reach net zero emissions by 2040.

A growing company ready to take its travel program to the next level

When Travel and Expenses Specialist Gemma Watt joined Softcat in 2024, the company was partnered with a provider who managed its travel and expenses platforms. Softcat already had travel policies in place to promote cost-conscious behavior, and was using reporting from its existing TMC and SAP Concur, to get an overall picture of spending. This setup was overseen by the finance and HR departments.

But it soon became clear that Softcat needed a dedicated resource to effectively manage its travel program. As the company’s travel needs grew, its existing system was no longer sufficient for managing costs, ensuring employee welfare, and maintaining clear oversight and access to data.

“The previous solution, while functional, lacked agility and modern features like split ticketing and low-cost carrier integration. We needed these features to lower costs and support our evolving business travel needs.”

Gemma Watt, Travel and Expenses Specialist at Softcat

Fully up and running in just a few months

Once the team decided to use Perk, Softcat was able to get onboard in no time. It took just three months to get its entire company of nearly 3000 employees onto the platform. During the implementation process, the team at Softcat felt fully supported by Perk staff.

“The implementation process and team were incredibly supportive: frequent calls, quick responses, and steady momentum. Nothing ever stalled… even testing issues were swiftly resolved.”

Gemma Watt, Travel and Expenses Specialist at Softcat

Softcat has also enjoyed the ongoing support from Perk’s Customer Care team, as well as a dedicated Account Manager.

“I often email my account manager multiple times a week with questions or requests, and not once have I felt like a burden. They always respond promptly, whether by email or call, with helpful solutions or suggestions that make a real difference.”

Gemma Watt, Travel and Expenses Specialist at Softcat

Saving time and money with automated policies and approvals

With Perk’s automated policies and approvals, Softcat can balance visibility and transparency with full traveler autonomy.

“At Softcat, our employees are highly confident using technology. They value the flexibility and control that Perk, especially the mobile app, gives them to manage or adjust their own trips with ease.”

Gemma Watt, Travel and Expenses Specialist at Softcat

Softcat was so impressed with Perk that it chose to roll the platform out company-wide, making it the sole travel solution for all employees. This centralization has allowed the business to easily monitor policy compliance and quickly flag any extended trips requiring additional approval.

The impact has been significant. Over a 12-month period, Softcat realized £104,000 in savings from policy-compliant bookings across hotels, trains, cars, and flights. By encouraging employees to book within set travel guidelines, the company avoided high-cost options — proving that policy compliance directly drives cost control.

On top of that, Softcat unlocked further efficiencies through self-service. By empowering travelers to book online via Perk’s website and mobile app, instead of relying on offline processes, the company saved £36,000 in the same period.

Significant cost savings with real-time visibility of travel patterns

Perk’s reporting features offer easily accessible data on all business travel going on at the company. This supports duty of care and ensures that Softcat can approach suppliers with confidence, knowing that their data is accurate.

Greater access to data also means more opportunities for cost savings. For example, by introducing rail cards for eligible employees, Softcat was able to generate significant savings across the business by getting up to a third off the price of each rail journey.

“Perk’s real-time reporting gives us clear visibility into travel patterns, helping us identify cost-saving opportunities… like issuing rail cards to frequent travelers, negotiating hotel rates, and adjusting city caps based on the commercial deals we’ve secured.”

Gemma Watt, Travel and Expenses Specialist at Softcat

24/7 support when it’s most needed

With Perk, travel managers can track where their travelers are and see their locations in real time. If a natural disaster or other incident happens, and travelers are in the affected area, their company will receive an alert. Softcat appreciates these alerts, and the fact that Perk offers 24/7 support, so they can quickly step in to help employees if they need it.

This 24/7 assistance has led to further estimated cost savings. With Perk’s quick, specialized assistance replacing the delays of traditional back-and-forth emails and phone calls, Softcat has saved around £36,000 in a 12-month period.

“I have previously been alerted via Perk of someone potentially requiring assistance, and I was able to act and speak with the appropriate people.”

Gemma Watt, Travel and Expenses Specialist at Softcat

A solution that’s right for Softcat

Gemma says Perk has helped Softcat by offering the best available rates, showing all options in real time, and consistently listening to feedback and taking action on it.

With access to low-cost carriers, split ticketing, integrated airport parking, and concierge support, Softcat has been able to streamline its business travel program for efficiency and comfort. Reporting and employee engagement surveys have shown that Softcat’s business travelers are very satisfied with the software.

“We have lowered our costs, improved the employee experience, and freed up time to focus on commercial relationships… whereas previously we were often fighting fires with our last TMC.”

Gemma Watt, Travel and Expenses Specialist at Softcat