How to Work with a Professional Indexer: A Guide for Academic Authors

Writing your first academic book is a major milestone. By the time you reach the final stages—proofs in hand, edits finalized—it’s tempting to want to be done. But one last step plays a critical role in how readers will engage with your book: the index.

A thoughtfully crafted index is more than a technical add-on. It’s a research tool that helps other scholars, students, and general readers find key arguments, trace citations, and revisit essential concepts. And while some authors consider doing it themselves (we explored that in “Should You Index Your Own Nonfiction or Academic Book?”), many choose to work with a professional indexer.

Here’s what to know if that’s the route you’re taking.

When to Hire an Indexer

Professional indexers typically begin their work once the manuscript has been typeset and paginated—producing what’s known as “page proofs.” Since indexes are built around specific page numbers, it’s important not to begin the indexing process before this stage.

However, good indexers are in high demand. Many book projects land in production at the same time (often at the start or end of academic terms), so if you wait until your proofs arrive to start looking, you might struggle to find someone available on short notice. It’s a smart move to book an indexer once your manuscript is accepted and you have a production schedule in hand.

As a rule of thumb, plan for the indexing process to take one to three weeks, depending on the length and complexity of your book. 

Where to Find a Good Indexer

Start by searching professional organizations like the American Society for Indexing or the UK’s Society of Indexers. Their directories let you search by subject specialty, so you can find an indexer who is familiar with your area of study.

You might choose an individual or an agency like Flatpage, which offers expert academic indexing services performed by trained PhDs.

You can also ask your editor, press, or colleagues for recommendations. Many academic indexers specialize in certain disciplines—whether that’s history, critical theory, education, or science and technology studies—and a specialist will understand not just the terminology, but the structure and rhetorical moves typical of your field.

What to Provide

To get the most out of your collaboration, be ready to share:

• Final page proofs: Indexing depends on finalized pagination.
  
• Your table of contents: This gives the indexer a sense of your book’s structure.
  
• Publisher style guide: If your press has rules about formatting, alphabetization, or term preferences, share them upfront.
  
• (Optional) A list of key terms or concepts: While a good indexer will identify these organically, your list can highlight particular areas of emphasis or preferred terminology.
  

It’s also helpful to share a few notes about your intended audience. Are you writing for fellow specialists? Graduate students? A broader interdisciplinary readership? This information shapes how technical or expansive the index should be.

What It Costs

Indexing rates vary, depending on the length and complexity of your manuscript. Most professional indexers charge by the page or entry, or charge a flat project fee.

A straightforward historical monograph might cost less than a theory-heavy text with multiple subfields and dense cross-referencing. But in all cases, a professionally built index offers lasting value. It helps readers stay oriented and enhances the usability—and credibility—of your book.

If you’re on a tight budget, consider asking your publisher whether indexing costs are covered, or if a stipend is available for professional services.

Reviewing the Index

Once the index is drafted, the indexer will send it to you for review. This is your opportunity to double-check that the most important names, themes, and concepts are included—and that they’re labeled in ways that feel clear and accurate to you.

You might spot a preferred term that’s missing, or ask for a few additional cross-references. Just keep in mind: indexers are trained professionals. While your subject matter knowledge is essential, try not to micromanage. The goal is a collaborative, well-organized index that reflects your book’s argument and structure.

Final Tips

• Start early: Booking in advance gives you more options and reduces stress.
  
• Plan for it: Build indexing into your production schedule from the start.
  
• Communicate clearly: Share your priorities and ask questions early in the process.
  
• Treat it as part of your scholarship: The index is more than a list—it’s a scholarly tool that shapes how your work is read, cited, and remembered.

Need Help?

At Flatpage, we partner with skilled academic indexers who understand both your subject matter and the publishing process. Whether you’re still weighing your options or already have page proofs in hand, we’re here to help you find the right fit and navigate our indexing services. Reach out to us here to get started.